The School of Social Work at West Virginia University is seeking applicants for a Program Assistant II. (Administrative Secretary Senior.934) This position provides complex administrative and academic support functions for MSW Admissions and Recruitment, the Field Education program, and the School of Social Work. This position requires a capacity to prioritize and multi-task a range of work activities, to identify systems problems and challenges, and to develop creative solutions both independently and collaboratively. The position also requires excellent interpersonal skills and highly effective writing skills.
In order to be successful in this role, the ideal candidate will:
Process applications for enrollment: Enter student application data into the School of Social Work Data Base.; interface with Apps Review, Hobson/GEMS and Banner 9 programs; create spreadsheets for data organization. Communicate with the office of Admission about application status
Notify MSW Coordinator of applicant admission status, materials missing from application, and monitors all admissions information for accuracy and completion.
Prepare and distribute letters of acceptance, rejection, and provisional admission to MSW applicants.
Perform audits at the end of each semester on student records. database and notify MSW Director and academic advisors of academic deficiencies and related with student academic status. Create and maintain confidential graduate student files by posting student grades on the appropriate degree plan at the end of each semester. Correct student records and degree plans as Grade Modifications are processed by faculty members. Record advisor changes in student file and the School of Social Work database; process Academic Status Update forms as needed.
Provide administrative support for the Gerontology minor. Process academic status updates, for the Masters of Social Work (MSW) program.
Create and maintain databases of all field placement agencies, field student information, field liaisons and field agency assignments per semester.
Process paperwork associated with approval of new field placements including preparing and tracking the Memorandum of Affiliation Agreement (MOA) for the WVU School of Social Work.
Process documents associated with renewals of existing field sites. Update electronic files for field site applications and related field materials.
Create and maintain the data base for HIPAA training. Develop list to create an account for incoming students and monitor them to ensure they have completed required training for field placement. Notify incoming students of required HIPAA training, including instructions, deadlines, & FAQ's. Maintain electronic records of completed requirements for BSW and MSW students.
Maintain field instructor and task supervisor listservs for the Field Education Program.
Provide administrative support for field education events, including scheduling arrangements, corresponding with stakeholders, and related planning and organizing duties.
Serve as the primary point of contact for all individuals entering the main office of the School of Social Work
Answer multi-line phone system, transfer calls to appropriate individuals, take and distribute messages to the appropriate people.
Maintain and manage the MSW student listservs and PCE listserv for the School of Social Work.
Assist in distributing parking permits for the School of Social Work.
Participate in trainings relevant to job duties.
Pay Grade: 13
Associates degree or equivalent combination of education and/or experience required. Bachelor's Degree preferred.
One (1) Year of Combined Experience in the Following areas:
Computer skills utilizing Microsoft Office
About WVU At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at http://hr.wvu.edu/.
West Virginia University is an Equal Opportunity/Affirmative Action Employer and 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 individuals, including minorities, females, individuals with disabilities and veterans.
Job Posting: Apr 15, 2019
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 171543
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.