Program Coordinator - Kinetic Center, Department of Physics & Astronomy

West Virginia University•West Virginia, WV

4d•Onsite

About The Position

The Department of Physics and Astronomy at West Virginia University is seeking a Program Coordinator for the Center for KINETIC Plasma Physics. This role provides high-level support and logistical services to faculty, manages the Center's budget, assists with project management, organizes the summer REU program and monthly seminar series, supports Center members with travel and purchases, plans meetings, maintains Center webpages, and acts as a primary contact for the broader community.

Requirements

Bachelor’s degree required in accounting or business-related field.
A minimum of one (1) year of experience involving budget management.
A minimum of one (1) year of experience involving complex administrative and project support.
A minimum of one (1) year of experience involving grant administrative support.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge of project management principles and techniques.
Excellent written and verbal communication skills.
Skilled at creating correspondence, reports, proposals, mailings, charts, graphs, forms, presentations, and memorandum.
Strong organization and multi-tasking skills.
High attention to detail.
Use of Gmail, Google docs, Macintosh computers in daily operations.
Ability to quickly learn new software packages and tools.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Demonstrated ability to utilize correct English, grammar, spelling, punctuation, and sentence structure.
Demonstrated ability to operate a personal computer utilizing various word processing packages such as Word, Excel, Power Point, etc. for reports, graphs, mailings and presentation development.
Ability to do mathematical reports and support of financial and accounting functions in conjunction with program and project controls.
Ability to rapidly learn administrative and organizational policies and procedures.
Ability to simultaneously coordinate many different administrative tasks, determine relative importance of each, set deadline, and complete projects in a timely manner.
Demonstrated ability to apply initiative in performing secretarial and administrative work in a variety of subjects, programs, or projects.
Ability to apply common sense understanding to carryout instructions furnished in oral, written, or diagram form.
Ability to read, comprehend, write, and edit correspondence and reports.
Ability to work as part of a team.
Ability to estimate, add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to maintain proper unit attendance and punctuality standards.

Responsibilities

Oversee the budget management and daily business/project operations of the Center for KINETIC Plasma Physics.
Serve as a resource contact and independently uses professional concepts and techniques, as well as organizational policies to solve a wide range of moderate to complex problems in resourceful and practical ways.
Serve as the first point of contact for the broader community.
Manage grant expenditure financial reporting.
Calculate grant expenditure analysis (burn rates).
Ensure cost share is documented and met.
Review (and adjusts) salary expenses to reflect effort performed by award.
Ensure effort reports are being reviewed, signed, and returned in a timely manner.
Assist with preparation of financial reports to grantor agencies.
Ensure grant guideline compliance.
Budget development/modifications.
Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs, and/or the WVU Foundation.
Provide agency/university guidelines and regulations.
Provide faculty with guidance and procedural information.
Develop charts and visual aids to track and summarize project progress.
Assist with writing effective and clear annual reports.
Assist program participants with reporting on milestones/deliverables.
Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
Prepare travel arrangements.
Plan scientific meetings and coordinate these events locally.
Organize the annual REU program including housing, travel, and meals for participants.
Assist Center members with purchases and purchase reconciliation.
Maintain project webpages.
File and retrieve documents, records, and reports.
Perform other duties as assigned.