(Hybrid) Administrative Assistant - School of Public Health

West Virginia University • West Virginia, WV

4d • Hybrid

About The Position

The School of Public Health at West Virginia University's Health Science Center is currently accepting applications for a (Hybrid) Administrative Assistant. This position will perform a wide range of administrative duties and coordinate a variety of complex office procedures in support of faculty, staff, and students. This position will report to the Assistant Dean for Business and Operations providing administrative support to the Office of Student Success, academic department(s), and the Expert Business Office.

Requirements

• Bachelor’s degree preferred or applicable experience
• A minimum of one (2) year of experience in an office setting
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Proficiency with Microsoft Office.
• General knowledge of office operation, business processes, and records management.
• General knowledge of professional communication practices and business correspondence.
• Strong interpersonal, customer service, and problem-solving skills.
• Ability to work independently, exercise sound judgement, and take initiative.

Responsibilities

• Serve as the primary administrative point of contact for the Office of Student Success and assigned departments, managing inquiries, coordinating daily operations, and supporting leadership and department chairs.
• Provide high-level administrative and operational support to leadership, including scheduling, meetings, travel, reporting, correspondence, minutes, and other materials.
• Coordinate communication and collaboration among leadership, administrative staff, campus partners, and internal and external stakeholders to ensure timely completion of responsibilities and streamline processes.
• Manage departmental budgets and financial activities, including monitoring expenditures, preparing requisitions and invoices, reconciling transactions, obtaining required approvals, and collaborating with the Expert Business Office (EBO) on annual budget development.
• Coordinate travel and purchasing activities, including gathering required information and approvals, arranging travel and purchases, ensuring compliance with university procedures, and completing related reconciliations.
• Support the planning and execution of university, divisional, and departmental events, programs, committees, and initiatives, including logistics, communications, implementation, and follow-up.
• Collaborate with leadership and departmental staff to support strategic priorities and ensure operations align with the school’s mission, vision, strategic plan, policies, and procedures.
• Support accreditation and regulatory compliance efforts through data collection, documentation, committee participation, and implementation of applicable policies and procedures.
• Identify and implement opportunities to improve workflows, processes, policies, and services to increase efficiency and effectiveness.
• Provide leadership and coordination for campus-wide initiatives, serve as a resource for campus partners regarding the Office of Student Success.
• Provide administrative support to the Expert Business Office, including drafting memos and communications related to the budget and other fiscal projects.
• Assists with other special projects and performs other duties as assigned.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level