The department of Chemistry in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Administrative Assistant.

About the Opportunity

This position provides high-level office management to a complex science unit, reporting directly to the Chair. The major focus for this position is on the business and personnel needs of the department, including fiscal management of State, Research Corporation, Foundation funding and external grants, providing Executive Assistance to the Department Chair and Director of Graduate Studies, coordinating workflow, supervising clerical staff and work-study students, human resources, and payroll.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year
• 18 sick days per year, and the flexibility to use that time to care for immediate family members
• 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. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You'll Do

Departmental accounting:

• Manage all of the Department of Chemistry financial accounts including State, Foundation, Non-central and research.
• Ensure balances are current and accurately maintained.
• Reconcile accounts and resolve financial discrepancies with the appropriate central accounting authority personnel. Manage internal departmental spending accounts including internal budgets for specific departmental committees, programs, and initiatives.
• Advise the Chair and other personnel on use of departmental funds for matters including personnel, procurement, reimbursement, etc. following College, University and State guidelines. Assist in developing and monitoring annual project or program budget with supervisor and other staff.
• Access the appropriate University financial system for available funding, expenditures, grant project status, and accounts payable/procurement. Oversee complex financial functions that provide procurement (P-Card) and travel services to the faculty and staff of the department. Provide training to departmental personnel including faculty, staff, and students regarding new programs and policies.

Budget tracking and management:

• Assist faculty in assessing, monitoring, spending, and budget control of complex external and internal revenue accounts.
• Provide ad-hoc budget and financial reports, as requested; assist with obtaining quotes from vendors; complete purchases that exceed $5,000; prepare and submit reimbursement requests.
• Assist principal investigators in research grant fund reporting by providing routine procedural and budgetary information.
• Assist new faculty with budgeting, managing, and tracking research startup funds.

Payroll:

• Complete appropriate payroll forms for new employees and submit to the Office of the Dean. Advise chair, faculty and staff on payroll procedures, and timelines.
• Prepare payroll requests for faculty and submit requests to the appropriate office.
• Provide quality assurance and correct any errors promptly, as needed.
• Revise and prepare staff and faculty PIQs to submit for searches and position reviews.
• Prepare requests for faculty incentive salary contracts, which include verification of amounts and funding.

Departmental initiatives:

• Manage and track finances associated with internal departmental initiatives and pilot programs.

Main office:

• Oversee the daily operations of the department's main business office.
• Monitor internal procedures to ensure that all fiscal and administrative policies are consistent with institutional, state, and federal guidelines.
• Coordinate workflow of the department to ensure clear communication of appropriate tasks for staff member and students.
• Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment.
• Assist faculty and students in the application process to apply for College and University travel funds and other internal grants.
• Supervise and facilitate main office operations including telecommunications, information technology (IT), shipping and receiving, and office equipment.

Executive Assistant to the Department Chair:

• Support WVU-related work activities of the incumbent Department Chair.
• Manage and coordinate the Chair’s calendar, email, and travel schedule.
• Screen visitors and phone calls, and schedule meetings and appointments in consultation with the Chair.
• Compose routine and complex documents, including confidential correspondences, requiring knowledge of programs, procedures and practices for the chair’s signature.
• Create and maintain listserv for email correspondence with all faculty and staff by the employee and supervisor. Attend faculty meetings. Maintain organized filing system of departmental records.

Graduate Program Coordinator:

• Provide administrative support to the Director of Graduate Studies and the Graduate Studies Committee.
• Create and maintain graduate application files for 70-80 current graduate students and all new applicants for the PhD program.
• Process and continuously update all correspondence such as memos, offer letters and Visa-related documents.
• Coordinate and oversee on-campus recruitment activities.
• Ensure that incoming graduate students are on payroll, have necessary insurance information, and become acclimated as quickly as possible in the department.

Departmental governance:

• Provide administrative support for faculty committees including faculty search committees, faculty evaluations committee, and accreditation and assessment reports committee.

Supervisory activities:

• Directly supervise one full-time employee and student workers.
• Develop and maintain an accurate job description for the employee.
• Oversees instructional support, event planning, social media support and administrative and other responsibilities of Administrative Secretary Senior.

Pay Grade: 15

• Bachelor’s degree or equivalent knowledge and experience.
• A minimum of two (2) years of combined experience involving:
  • Budget development/management
  • Administrative office experience
  • Grants administration (preferred)
  • Supervisory (preferred)
• Demonstrated ability to create and manage budgets.
• Demonstrated knowledge of payroll and budget regulations and policies which govern them.
• Demonstrated ability to manage an office.
• Ability to understand external grant administration and proposal development.
• Demonstrated ability to utilize basic business office software such as the Microsoft Office suite.
• Ability to learn University policies and procedures.
• Ability to manage payroll & grants accounting.
• Ability to supervise.
• Ability to plan and complete both short-range and long-range projects for the supervisor.
• Highly self-directed and self-motivated with the ability to multi-task in a fast-paced environment.
• Demonstrated excellent oral and written communication skills.
• Demonstrated excellent customer service skills.
  

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.