Operations Manager - WVU Extension

West Virginia University

1d • Onsite

About The Position

This role functions as a central administrative hub for WVU Extension, encompassing the supervision and management of administrative support staff while orchestrating the daily operations of WVU Extension and its programmatic team. Responsibilities extend to overseeing the faculty promotion and tenure process, managing human resources functions, and supporting county operations through meticulous record management and compliance. Furthermore, this position provides critical administrative support to Extension associate dean and director, and programmatic administrators, ensuring seamless and efficient organizational function.

Requirements

• Bachelor’s degree in business administration, communication, education or related field is required or equivalent combination of education/experience in a related subject matter to perform work of this nature.
• A minimum of three (3) years of experience in leadership in managing professional office activities.
• Experience in computer literacy (Microsoft Applications Required).
• Project management experience required.
• Cultivated strong working relationships across all organizational levels.
• Demonstrated sound judgment and initiative in complex administrative tasks.
• Effectively coordinates and prioritizes tasks, ensuring timely project completion.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Demonstrate exceptional organizational and managerial skills, effectively coordinating complex tasks and personnel.
• Communicate clearly and concisely, both verbally and in writing, to diverse audiences, including the development of comprehensive reports.
• Proactively organize and prioritize multiple administrative tasks, meeting deadlines and managing competing priorities efficiently.
• Establish and maintain cooperative and effective working relationships, fostering collaboration across diverse constituencies.
• Effectively analyze and solve problems, utilizing logical reasoning and data evaluation to develop sound recommendations.
• Maintained strict confidentiality of sensitive information, exercising sound judgment and discretion in all communications and decisions.
• Develop and implement efficient organizational systems, streamlining workflows and improving overall productivity.
• Facilitate productive communication and collaboration, effectively conveying complex information and fostering shared understanding.
• Skillfully manage and prioritize communication channels, ensuring timely and appropriate responses.
• Structure and deliver comprehensive reports and presentations, highlighting key findings and recommendations.
• Coordinate logistical details for projects and tasks, ensuring seamless execution and successful outcomes.
• Effectively utilize technology and software, to organize information and enhance communication.
• Independently manage tasks and projects, working with minimal direction and under broad guidelines.

Responsibilities

• Serves as the primary liaison for faculty regarding promotion and tenure processes, providing guidance on policies, procedures, action files, emeritus files, critical years, deadlines, and related matters, while also consulting with Program Administrators.
• Coordinates, manages, and audits the comprehensive recordkeeping system for promotion and tenure within program units, including the internal and external review processes.
• Organizes and reconciles files for Peer Review Committee and Program Director review and ensures timely and accurate submission of information to the Central Review Committee and Dean’s Office.
• Prepares and manages all promotion and tenure documentation within Digital Measures, providing training and support to faculty and staff on its utilization.
• Ensures the timely receipt and accurate entry of faculty Plans of Work, including significant contributions, into Digital Measures.
• Coordinates reviewer activities, including initiating correspondence, adhering to file review timelines, finalizing recommendation letters, documenting ratings, and processing final records.
• Assists with the annual process of selecting the Peer Review Committee, including the election of committee chairs, and providing support for committee assignments.
• Collaborates with liaisons in the Extension Dean’s Office and Davis College on promotion and tenure processes, including timelines, external reviews, committee composition, and Digital Measures.
• Represents the program at on- and off-campus meetings related to promotion and tenure, providing reports on key issues.
• Participates in relevant committees and task forces as assigned.
• Initiates the recruitment and hiring process within WVU Hire for WVU Extension, including managing approval workflows, posting job requisitions, and tracking applicant progress to ensure efficient and compliant hiring practices.
• Coordinates candidate screening and interview scheduling, maintaining detailed records and ensuring timely communication with applicants and hiring managers across all employment levels.
• Maintains accurate records and documentation for the candidate disposition process within WVU Hire, ensuring compliance with university policies and providing consistent communication to all applicants.
• Establishes and manages internal communication channels for the hiring lifecycle, ensuring timely dissemination of information and fostering collaboration among hiring teams.
• Coordinates training sessions and maintains training materials (for areas of expertise), ensuring faculty, staff, and student assistants have access to necessary resources and information.
• Manages personnel records and performance tracking systems, ensuring adherence to university policies and deadlines through clear communication and documentation.
• Processes and tracks faculty/staff leave requests, maintaining accurate records and ensuring compliance with university policies and procedures.
• Manages payroll data entry and auditing within MyTime, ensuring accurate and timely processing of hourly payroll information.
• Establishes and administers a centralized record management system for Extension Service Committee membership across counties.
• Ensures compliance with State Code, WVU Board of Governors policies, and WVU Extension operational procedures.
• Manages the administrative process for submitting Extension Service Committee nomination packets to the President’s Office for the Board of Governors.
• Maintains and updates the administrative database for accurate Extension Service Committee membership records.
• Generates reports on Extension Service Committee membership data for internal purposes.
• Coordinates the annual update and distribution of County Program Coordinator letters into Digital Measures.
• Provides comprehensive administrative support to Extension Administrators concerning County Program Coordinator management.
• Collaborates with Business Operations on the annual update, and timely submission process, for County Memorandums of Agreement.
• Coordinates communication to Extension Service Committee members including newsletters, welcome and thank you letters, and other coordination of other timely information.
• Directly oversee and manage the performance of four administrative support personnel.
• Provide strategic guidance, targeted training, and mentorship to optimize administrative operational efficiency and effectiveness.
• Conduct comprehensive performance evaluations, deliver constructive feedback, and identify opportunities for professional development and advancement.
• Strategically delegate tasks and responsibilities to ensure equitable workload distribution and maximize team productivity.
• Monitor and manage staff attendance, timekeeping, and leave requests, ensuring adherence to organizational policies.
• Cultivate a positive and collaborative work environment that fosters teamwork, open communication, and professional synergy.
• Address and resolve conflicts and performance-related issues promptly and professionally, maintaining a positive and productive work atmosphere.
• Lead regular team meetings to disseminate critical updates, address concerns, and coordinate team activities to achieve organizational objectives.
• Participate in the recruitment and onboarding process for new administrative support personnel, ensuring seamless integration into the team.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year
• 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% employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

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