Office Administrator - Office of Student Rights & Responsibilities

West Virginia University • West Virginia, WV

5d • Onsite

About The Position

The Office of Student Rights and Responsibilities (OSRR) Office Administrator (OA) manages the daily operations of the office, manages daily communication and correspondence tasks, assists in the intake of new cases, and provides high-level, complex administrative and professional support to the office’s’ staff.

Requirements

• Bachelor's degree or relevant years experience
• A minimum of one (1) year experience (some student worker positions may qualify as relevant experience, such as a Graduate Assistantship or on-campus supervisor role)
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must e met by the time of employment

Responsibilities

• Develops, trains staff, and ensures compliance with office and administrative procedures and protocols.
• Represents the office to internal and external stakeholders via professional phone, email, and in-person communications. Serves as the first point of contact for those contacting OSRR and/or AI.
• Uses sound judgement in addressing questions, requests, and concerns from various stakeholders. Adheres to relevant university policy and state/national-level laws (i.e. FERPA, Title IX) in all correspondence and actions. Appropriately delegates tasks to various staff members. Elevates time-sensitive concerns when appropriate.
• Assists students and stakeholders in troubleshooting database and other technical queries. Ensures staff and stakeholders have appropriate access to database and other necessary platforms.
• Assists in staff scheduling, meetings, and events.
• Serves as the building supervisor, liaison with facilities management, and liaison with ITS for issues that may arise.
• Supervise, train, and oversee Federal Work-Study student employees, ensuring assigned work is completed accurately, efficiently, and in accordance with office standards.
• Appropriately responds to student and others’ requests regarding records, holds, cases, and other matters.
• Assists in the intake of new cases, including creating cases in the database from various reporting sources and consulting with office leadership regarding case assignment.
• At the direction of office leadership and/or relevant case managers, prepares formal communications for those involved in conduct proceedings (i.e. charge letters, notices of allegation, FERPA parental notifications, resolutions, hearing packets, outcome letters). Schedules meetings related to these proceedings, as requested.
• As directed by office leadership, track case progress, alerting case managers and other relevant parties to next steps and deadlines.
• Ensure compliance with the time and substantive requirements of the Campus Student Code and other relevant governing codes (i.e. Board of Governors rules, Title IX).
• Work in collaboration with department leadership on budget management; yearly budget preparation, monthly budget review, ensuring all spending is done according to university protocols, requesting spending approval when needed, appropriately use a purchasing card, Mountaineer Marketplace, and purchasing agreements, managing purchasing card reconciliations, manage travel arrangements and reconciliations, utilize Oracle software.
• Pull budget reports as requested.
• Provide support in reporting metrics and other information related to relevant policies and laws (i.e. FOIA, FERPA, Clery Act).
• Pull reports and provide various metrics from the Advocate database system, as requested.
• Assist in the preparation of annual reporting (cases, charges, etc.).
• Research and prepare summaries of best practices, as requested by office leadership.

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. 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: Full-time
• Career Level: Entry Level