Administrative Associate - Department of Chemical and Biomedical Engineering

West Virginia University • West Virginia, WV

7d • Onsite

About The Position

The Department of Chemical and Biomedical Engineering in the Statler College at West Virginia University is currently accepting applications for an Administrative Associate. This position serves as the face of the Department of Chemical & Biomedical Engineering working closely with faculty, staff and students. The incumbent will provide administrative support following established university, college, and departmental policies, procedures and methods. The department is two programs (ChE and BMEG) with 16 tenure-track faculty, 3 teaching faculty, 3 classified staff, and currently 3 research assistant professors, post-doctoral fellows and research associates with approximately 200 undergraduate students and 65+ graduate students. This position will handle the departmental State and Foundation financial accounts.

Requirements

• Associate Degree.
• A minimum of two (2) years of progressive experience working in an office environment providing supportive/administrative duties.
• Keeping abreast of new technology.
• Ability to work as part of a team dedicated to success and excellence.
• Ability to communicate effectively in written and spoken English.
• Good keyboarding and computer skills.
• Organizational and time management skills required to manage multiple projects and workload.
• Ability to operate standard office equipment.
• Knowledge of office methods, procedures and protocol.
• Ability to work independently.
• Ability to learn and apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned.
• Ability to maintain confidentiality.

Nice To Haves

• Any equivalent combination of related education and/or experience will be considered.

Responsibilities

• Perform administrative and supportive duties to ensure office operations.
• Answer telephone, screen calls and communicate messages to faculty, staff and students by determine the nature of the call and responding to general inquiries or referring the call to the appropriate staff member.
• Serve as the first point of contact for visitors to the department, determining the nature of their visit and directing them to the appropriate staff or faculty member.
• Assist students with issues related to scheduling, software licenses, and finding classrooms.
• Report maintenance/facilities issues to the appropriate contact for resolution.
• Handle the pickup and dissemination of mail to faculty, staff, and student mailboxes.
• Work with faculty coordinators to manage the departmental seminar series, including disseminating schedules, bios, and abstracts, assisting with travel arrangements for speakers, and setting up Zoom links for virtual seminars.
• Coordinate schedules, room reservations, and travel arrangements for faculty candidates interviewing on campus, or set up numerous Zoom links for virtual interviews.
• Write and edit the departmental newsletter annually, including searching for appropriate pictures and articles.
• Maintain department website content.
• Plan and coordinate special events such as the CBE Industrial Visiting Committee, ChE Academy of Distinguished Alumni, and Faculty Retreats, including coordinating menus and making hotel reservations.
• Coordinate and host meetings, including coordinating menus and making hotel reservations as necessary.
• Coordinate the annual commencement reception for faculty, students, and guests.
• Work closely with the Academy of Chemical Engineers Executive Committee to send invitation letters to new inductees, provide administrative support for the nomination process using Election Buddy Software, set up Zoom meetings, and provide insight into meeting and banquet planning.
• Maintain the alumni database to assist with the nomination process.
• Assist faculty with promotion and tenure files using Digital Measures, inputting read-only information as necessary.
• Work closely with the departmental Graduate Admissions Committee to monitor graduate applications and compose departmental offer or rejection letters for both ChE and BMEG programs.
• Serve on the review committee to enter decisions into CRM (TargetX).
• Use 25Live for conference and classroom scheduling for departmental meetings for faculty and students.
• Maintain the departmental alumni database, updating addresses and adding new alumni.
• Perform purchasing duties in Mountaineer Marketplace and Amazon for the department as backup to the Office Administrator and Technician.
• Maintain and monitor departmental Foundation and Departmental State accounts, keeping a record of expenditures and receipts.
• Compose thank you letters to donors on a monthly basis, ensuring expenditures are within the scope of parameters set for Foundation endowments/accounts.
• Serve as Departmental Card Coordinator for WV State Procurement Cards, WVU Research Corporation Procurement Cards, and Foundation Procurement Card associated with the department.
• Edit PCard charges and process travel reimbursements in Chrome River/MyExpenses.
• Maintain receipts for all Procurement Cards and communicate policy changes and proper use of the card to cardholders.
• Supervise and monitor departmental work-study students and/or hourly workers as delegated by faculty supervisors.
• Process and submit graduate student tuition waivers, verifying correct registration hours before submission.
• Coordinate Textbook Adoptions, working with faculty to ensure submissions, submitting adoptions for courses not requiring materials, and assisting faculty with their adoptions.
• Maintain all bulletin boards in the department.
• Tabulate data for assessment/ABET at the end of the semester.
• Coordinate with the department chair to set up telephone or in-person meetings by determining and confirming available dates, obtaining and conveying accurate details, and ensuring necessary files or documents are available.
• Provide updated information to the department chair to maintain video boards located on the 4th floor.
• Submit requests for ChemCAD software authorization for students.
• Obtain temporary parking permits for departmental visitors and work with WVU Transportation for parking issues when large groups visit campus.
• Participate in training and professional development sessions to enhance job performance.
• Perform other related/assigned duties such as coordinating the United Way Campaign for the Department.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (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: Entry Level
• Education Level: Associate degree