(Hybrid) Special Assistant, Administration

West Virginia University•West Virginia, WV

8d•Hybrid

About The Position

The Special Assistant in the President’s Office provides logistical and operational support to the West Virginia University Board of Governors, the WVU Research Corporation, the Office of General Counsel, and executive initiatives. The role manages complex, confidential, and time-sensitive matters that advance WVU’s mission and institutional objectives. The position supports Board governance and operations, including meeting planning and documentation, agenda and policy processing, regulatory and public-notice compliance, travel arrangements, training tracking, historical records, and Board website administration. It also provides administrative support to the WVU Research Corporation Board, assists attorneys and legal-office operations as needed, and supports executive initiatives and external partnerships through briefing materials, correspondence, records, and follow-up coordination. The role requires strong organization, discretion, writing and research skills, and the ability to manage multiple complex tasks and deadlines while working with university and external stakeholders. WVU describes a 37.5-hour work week and offers paid leave, holidays, health insurance, retirement savings, and wellness programs. The position is hybrid.

Requirements

Bachelor’s degree, or an equivalent combination of related education and experience.
At least five years of experience involving higher education, legal-field or law-office work, or an equivalent complex and regulated environment.
A strong record of responsibility and administrative support experience demonstrating the required knowledge, skills, and abilities.
Strong commitment to ethics and integrity.
Excellent organizational skills and ability to handle multiple tasks, deadlines, communications, and constituencies simultaneously.
Demonstrated ability to handle highly confidential and sensitive matters.
Demonstrated ability to manage multiple, simultaneous, complex tasks and projects effectively and efficiently.
Demonstrated research and critical-analysis skills.
Excellent writing skills and ability to gather and organize large amounts of information into concise presentations of complex issues.
Ability to independently draft clear and concise correspondence, memoranda, reports, and comprehensive meeting agendas in final form, collecting materials from varied sources.
Ability to establish and maintain effective working relationships with individuals, departments, external stakeholders, and regulatory authorities.
Ability to quickly acquire and continually update knowledge of university, state, and other regulatory policies and procedures.
Ability to learn and operate the paperless Board materials portal to create, organize, upload, and manage materials and other digital resources.
Ability to maintain and update the WVU Board of Governors website using appropriate software and protocols.
Ability to work independently with discretion and judgment.
All qualifications must be met by the time of employment.

Nice To Haves

Experience in a legal or regulatory environment.

Responsibilities

Support the West Virginia University Board of Governors and senior leadership in Board-related operations.
Coordinate agendas for regular Board and committee meetings, manage agenda deadlines, and help ensure meetings comply with applicable laws, regulations, and policies.
Prepare and transmit official documents that memorialize and implement Board actions, and support required reporting.
Prepare Board meeting schedules and submit required meeting postings, including filings with the Secretary of State.
Notify university constituencies of agenda-item and meeting deadlines, and track mandated agenda items.
Coordinate meeting resources and logistics and advise meeting participants.
Receive, review, and process agenda items and prepare agenda books for Board and committee meetings.
Implement and administer Board-support software and the paperless Board meeting program.
Arrange or support Board member travel and lodging and process travel reimbursements in accordance with university policies.
Communicate meeting arrangements to Board members.
Take and transcribe notes and publish minutes as the official record of Board meetings and committee meetings.
Ensure approved agenda items are appropriately processed and distributed, including obtaining authorizing signatures and transmitting required policy lists.
Support required procedures for Board policy consideration, including public posting, collecting comments, preparing materials, and posting revisions and comments.
Track Board member training requirements, identify or develop training opportunities, and submit justifications to the Higher Education Policy Commission for approval.
Maintain and update historical Board records.
Provide administrative assistance to the Board Chair and committee chairs, including scheduling meetings.
Liaise with the Higher Education Policy Commission by submitting reports, responding to requests, triaging information, and ensuring training requirements are met.
Maintain the Board of Governors website, including posting agendas and minutes and updating site navigation and content.
Provide administrative support for WVU Research Corporation Board meetings, including scheduling, sharing agendas, arranging logistics, and taking minutes.
Track deadlines and ensure Research Corporation Board actions are recorded and implemented.
Gather, organize, and share Research Corporation Board meeting materials, and maintain records of Board actions, decisions, and relevant materials.
Post Research Corporation meetings and meet filing deadlines with the Secretary of State.
Provide follow-up administrative support to the Research Corporation as needed.
Support attorneys on special projects, cases, and litigation.
Organize materials for legal projects, litigation, case management, and other Office of General Counsel work.
Schedule attorney time and support attorneys’ day-to-day work.
Help manage timelines and deadlines related to cases, regulatory compliance, court orders, and other legal services.
Provide staff support for executive initiatives and external partnership work.
Prepare or organize briefing documents and maintain records for follow-up and tracking.
Prepare and send correspondence.
Support follow-up by gathering information, coordinating meetings, and completing other requested actions with donors or corporate partners.
Perform other tasks as requested by the Vice President and Chief of Staff.