Program Assistant III - WVU Tech (Beckley)

West Virginia University•West Virginia, WV

About The Position

West Virginia University Institute of Technology’s School of Business is hiring a full-time, 12-month Program Assistant to perform routine to complex administrative duties in support of the School. The position reports to the School of Business Chairperson and supports the Chair, Program Directors, faculty, and staff with administrative, operational, financial, personnel, records, event, and program-related work.

Requirements

Business, secretarial, or technical training related to the position, obtained through a formal program lasting over 18 months and up to three years beyond high school.
A minimum of two years of related experience.
Any equivalent combination of experience and training that provides the required knowledge, skills, and abilities will be considered.
All qualifications must be met by the time of employment.
Knowledge of standard office practices, procedures, and professional protocols.
Knowledge of correct English grammar, spelling, punctuation, and sentence structure.
Ability to communicate clearly and professionally, verbally and in writing, with students, faculty, staff, administrators, and external constituents.
Ability to provide professional customer service and interact effectively with internal and external constituencies.
Skill in using computers and Microsoft 365 applications, including Word, Excel, Outlook, and Teams.
Ability to perform basic arithmetic and financial calculations accurately and work with budgetary and financial information.
Ability to organize, analyze, maintain, and retrieve information and records accurately using electronic and physical filing systems.
Ability to manage multiple assignments, establish priorities, meet deadlines, and maintain attention to detail amid competing demands.
Ability to maintain confidentiality and appropriately handle sensitive personnel, financial, student, and administrative information.
Ability to learn and apply institutional policies, procedures, systems, and specialized terminology related to the assigned work area.
Ability to operate standard office equipment and learn new technologies, software, and administrative systems.
Ability to work independently, exercise appropriate judgment, and recognize when matters should be referred to a supervisor or other appropriate individual.

Responsibilities

Provide administrative and operational support to the School of Business Chair, Program Directors, faculty, and staff.
Serve as a primary point of contact by assisting visitors, answering and screening telephone calls, responding to routine inquiries, and directing constituents to appropriate resources.
Prepare, format, edit, and proofread correspondence, reports, memoranda, forms, spreadsheets, and other School documents, and distribute routine communications.
Coordinate meetings, including scheduling, room arrangements, communications, preparation of materials, and maintenance of records and minutes.
Establish and maintain organized electronic and physical records and filing systems, including confidential personnel, financial, accreditation, and administrative records.
Maintain and monitor School budgets and financial records; process purchases and expenditures, retain supporting documentation, and reconcile transactions through University financial systems.
Process routine personnel and payroll-related administrative actions, including appointments, overloads, supplemental payments, and related documentation.
Coordinate the purchase, inventory, and maintenance of office supplies, equipment, and other School assets in accordance with University policies and procedures.
Coordinate and process travel requests and reimbursements for faculty, staff, students, and guests, ensuring required documentation is complete and consistent with University procedures.
Assist with planning and coordinating School events, including advisory board meetings, recruitment activities, recognition events, and other School-sponsored activities.
Support program assessment, accreditation, program review, and institutional reporting by collecting, organizing, maintaining, and compiling records, documentation, and data.
Provide administrative support for faculty-related processes, including onboarding, workload documentation, evaluation, retention, promotion, and tenure, as assigned.
Assist with School recruitment, marketing, outreach, and other activities by coordinating communications, materials, records, and administrative logistics.
Manage multiple assignments and priorities to meet deadlines, participate in appropriate training and professional development, and perform related duties as assigned.