Office Administrator - Office of Undergraduate Programs and Advising - College of Business and Economics

West Virginia University • WV

88d

About The Position

The Office Administrator serves as a strategic and operational leader for Undergraduate Programs and their associated centers within the John Chambers College of Business and Economics. This role operates with a high degree of autonomy in managing front desk operations on compliance, policy implementation, and process improvement. The position requires independent judgment and discretion in carrying out responsibilities with a high degree of professionalism and accuracy.

Requirements

• Bachelor’s degree in business administration or a related field.
• A minimum of one (1) year of experience managing financial records, employment contracts, and department operations in a university setting.
• Any equivalent combination of related education and/or experience will be considered.
• Knowledge of WVU administrative policies, payroll, and procurement systems.
• Proficiency with Microsoft Office Suite and ability to learn WVU systems such as MyExpenses, MyTravel, MyTime, and Mountaineer Marketplace.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities which foster positive attitudes and cooperation across a large diverse group.
• Ability to establish and maintain effective relationships and deal tactfully with departments, organizational units, external agencies, students, and parents.
• Ability to manage multiple tasks and deadlines with attention to detail.
• High level of professionalism and discretion when handling sensitive information.
• Ability to work independently and collaboratively in a team environment.

Responsibilities

• Serve as the primary administrative point of contact for Undergraduate Programs, including Undergraduate Advising, Recruitment, Retention, and the Becker AeSC, managing inquiries and providing referrals as appropriate.
• Support the Assistant Dean, Director of Advising, Recruitment Specialist, Retention Specialist, Becker Center Program Coordinator, and their teams with scheduling, travel coordination, calendar management, daily operations, and preparation of internal reports.
• Facilitate onboarding and systems training for Undergraduate Programs staff in WVU platforms such as MyTime, MyExpenses, and MyTravel.
• Direct all front desk office operations and monitor and replenish program literature available for dissemination to current and prospective students.
• Advise department leadership on operational procedures and recommend improvements aligned with college and university policy.
• Develop internal protocols to streamline academic administration and ensure compliance with evolving university policies.
• Provide strategic input to Assistant Dean, center directors on administrative structure, staffing models, and operational planning.
• Prepare internal documentation and reports, including meeting minutes, advising data from Navigate, budget updates, event summaries, and planning memos.
• Assist with drafting and distributing departmental communications, website content, and promotional materials.
• Support center and department leadership in maintaining clear internal documentation and communication flow with faculty and college leadership.
• Develop and maintain budget tracking, plans for Undergraduate Programs.
• Oversee PCard purchases and monthly reconciliations in compliance with university policies.
• Process travel arrangements and reimbursements for Undergraduate Programs, ensuring adherence to university travel regulations.
• Ensure compliance with college purchasing procedures and support procurement activities.
• Work closely with the College's Expert Business Office/Shared Services to monitor operating expenditures and report inconsistencies to the Associate and Assistant Deans.
• Post student worker and temporary job requisitions in partnership with the College HR team and manage onboarding logistics.
• Process Graduate Student contracts and waiver submissions for the unit.
• Track time and payroll for student workers and hourly employees, ensuring accuracy and timely submission.
• Maintain organized student worker files and contract records in accordance with college and university policy.
• Plan and coordinate departmental and center events including staff meetings, student ceremonies, commencement, guest lectures, workshops, conferences.
• Oversee event logistics such as scheduling, room setup, catering, travel arrangements, honoraria, and post-event follow-up.
• Work with the college communications team to promote events and ensure consistent branding and messaging.
• Support the planning of the Beta Gamma Sigma Induction Ceremony.
• Assist with the maintenance of a comprehensive list of students eligible for initiation into Beta Gamma Sigma for the College of Business and Economics majors.
• Assist the Advisor for Beta Gamma Sigma in delivering invitations for initiation.
• Submit all information as required by Beta Gamma Sigma’s national office.
• Assist the Graduate Programs Office with PCard purchases and monthly reconciliations in compliance with university policies.
• Provide executive-level administrative support to the Associate Deans, including managing schedules, meetings, correspondence, and project editing.
• Serve as a primary point of contact for diverse stakeholders, handling sensitive inquiries and communications.
• Coordinate travel arrangements and prepare related financial reports to ensure smooth operations.
• 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
• Range of health insurance and other benefits
• 401(a) retirement savings with 6% 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: Bachelor's degree
• Number of Employees: 101-250 employees