Administrative Assistant - School of Public Health

West Virginia University

16h • Onsite

About The Position

An Administrative Assistant to aid in the delivery of the school’s academic and professional programs. This position will report to the Assistant Dean of Business & Operations & Chief Business Planning Officer and will provide administrative support to both the Office of Student Success and academic department(s) as needed. The Administrative Assistant will assist with the management of faculty, staff, and students relevant to the academic delivery of programs and activities.

Requirements

• Bachelor’s degree
• A minimum of one (1) year of experience as an executive assistant or office manager.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Microsoft Word
• Outlook
• Excel
• PowerPoint
• Calendar planning.
• General knowledge of budget management

Responsibilities

• Serve as the primary administrative point of contact for the Office of Student Success and other assigned departments, handling inquiries, routing requests, and supporting day-to-day operations.
• Partner with administrative staff across departments to streamline processes, ensure task completion, and avoid duplication of efforts.
• Provide leadership for campus-wide initiatives and support campus partners as a resource for all content related to the Office of Student Success as requested.
• Communicate in a clear, effective, and timely manner with all internal and external parties. Draft, proofread, and disseminate internal communications, meeting minutes, correspondence, and other requested information as needed.
• Provide high-level administrative and operational support to student success leadership and department chairs, including scheduling, traveling coordination, reporting, and budget tracking.
• Collect all necessary details to obtain required approvals for all travel and purchases in a timely manner to comply with university and department processes and procedures.
• Maintain department budgets including monitoring expenditures, reconciling transactions, and preparing requisitions while ensuring compliance with university policy and procedures. Work with the college’s Expert Business Office (EBO) to develop annual budgets by collecting necessary details and information from the departments and communicating with the EBO in a timely manner.
• Attend and participate in university, divisional, and departmental events, programs, and trainings. Provide comprehensive support for event planning such as manage logistics, marketing, and post-event follow up.
• Collaborate with leaders and other departmental staff to ensure regulatory compliance with current policies and procedures affecting the school as well as make recommendations for improvement(s) to policies and guidelines as appropriate.
• Assist leadership to ensure departmental and student success operations align with the college’s strategic plan, mission, and vision.
• Support accreditation and compliance efforts through data collection, documentation, and committee participation.
• Identify opportunities to improve workflows, propose policy enhancements, and contribute to operational planning and strategic decision-making.
• Provide day-to-day leadership for the office of student success, including all aspects of daily and operational processes.
• Perform high-level administrative duties related to planning, directing, and coordinating both the academic and operational activities of the office.
• Communicate in a clear, effective, and timely manner with all internal and external parties.
• Collaborate with the and other departmental leaders to ensure regulatory compliance with current policies and procedures affecting the school as well as make recommendations for improvement(s) to policies and guidelines as appropriate.
• Provide leadership for campus-wide initiatives and support campus partners as a resource for all content related to the office of student success as requested or required by
• Collaborate with SPH leadership to ensure that the office of student success is operating in line with our current strategic plan, as well as mission and vision statement.
• Collect all necessary details to obtain required approvals for all travel and purchases in a timely manner to comply with university and department processes and procedures. Also be able to arrange all aspects of travel as appropriate and successfully complete reconciliation for these transactions.
• Maintain departmental budget(s) including monitoring office expenditures, researching purchasing options, preparing purchase requisitions and invoices, and reconciling purchasing card expenditures. Work with the SOPH Expert Business Office (EBO) to develop annual budgets by collecting necessary details and information from the department and communicating with the EBO in a timely manner.
• Attend and participate in university, divisional, and departmental events, programs, and training.
• Assist with the implementation of programs and activities
• Assist with accreditation compliance
• Assist with committees as appropriate
• Explore opportunities to improve or add value to existing responsibilities and tasks.
• Drafts, proofreads, organizes, and disseminates minutes, itineraries, correspondence, presentations, and other requested information, as needed.
• Clearly communicate and work alongside other administrative staff within the school to streamline tasks and ensure completion of all tasks and responsibilities in a timely, complete manner without a duplication of efforts

Benefits

• Paid holidays (staff holiday calendar)
• Annual leave (vacation) days per year
• 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 (this position is a benefits-eligible, staff position)
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Number of Employees: 1,001-5,000 employees