Program Assistant III - WVU Tech (Beckley)

West Virginia University

1d • Onsite

About The Position

The Program Assistant III performs routine to complex administrative duties in support of the School of Arts & Sciences. The employee reports to the administrator who leads the School of Arts & Sciences.

Requirements

• Requires business, secretarial or technical training related to the position to which assigned, obtained through a formal training program of over eighteen (18) months and up to three (3) years beyond high school, plus two to three (2-3) years of work experience directly related to the area of assignment;
• A minimum of two (2) years of experience in the following: Served in an administrative support position
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Knowledge of office methods, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Strong mathematical skills sufficient to perform financial and other mathematical calculations.
• Demonstrated ability to organize information and draw logical conclusions.
• Demonstrated ability to maintain confidential information.
• Demonstrated ability and skills to use computers and related software, including word processing, spreadsheets, (Examples: Microsoft Office Software; Word, Excel, and Power Point).
• Demonstrated skill in using mainframe/microcomputers for Internet data collection, electronic mail, and other software.
• Ability to read and write in English.
• Ability to operate standard office equipment.
• Ability to learn scientific, technical or specialized terminology and information relating to the area of assignment.
• Excellent verbal and written communication skills.
• Proven skill in interacting with the public.
• Organizational and time management skills required to manage multiple projects, reports, requests, and work load.
• Ability to keyboard with accuracy.
• Ability to take accurate telephone messages.
• Ability to operate or to learn how to operate standard office equipment including fax, copier, electronic calculator, answering machine.
• Ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
• Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
• Ability to maintain confidentiality.
• Ability to work independently.

Responsibilities

• Receives and greets visitors to the School of Arts & Sciences, determines nature of visit, and directs visitor to the appropriate employee.
• Answers telephone, screens calls, and communicates messages to faculty, staff and students.
• Reads email, screens email, replies and/or forwards email messages to faculty, staff and/or students.
• Maintains state, Foundation and Research Corp. budgets for the School of Arts & Sciences.
• Handles personnel actions for the School of Arts & Sciences including overload and supplemental payments to faculty.
• Schedules meetings and meeting rooms and notifies attendees; Takes and types minutes and maintains meeting minutes histories for Program Director meetings, advisory board meetings and other meetings within the School of Arts & Sciences.
• Plans and/or coordinate events such as award ceremonies and advisory board meetings.
• Reviews/edits materials created for others for proper formatting and spell check, making necessary changes and printing final hard copies for supervisor review and signature. May send email communications on behalf of the administrator who leads the School of Arts & Sciences.
• Keyboards letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form utilizing word processing software. Proofreads all typed material and corrects errors in sentence structure, grammar, spelling, and punctuation.
• Assists in program assessment and evaluation for program (e.g. ACS) and regional accreditation
• Coordinates and processes travel requests from faculty, administrators, student groups, and guests
• Completes travel reimbursement through ChromeRiver or similar systems and verifies that all necessary documentation is present for filing expense forms.
• Stocks, orders and inventories supplies and assets for the School of Arts & Sciences using Mountaineer Marketplace and/or p-cards. Ensures that reconciliations are completed.
• Establishes new filing systems when needed and maintains electronic files for assignment area. Files a variety of documents by alpha, numeric, subject matter, and chronological order. Provides copies of information from files upon request by locating information, photocopying, and returning information to appropriate location or through electronic communication.
• Participates in online, on-campus and, occasionally, off-campus training and professional development sessions to enhance job performance.
• Performs related duties as assigned or as directed.

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 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.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees