Administrative Secretary Senior - Environmental Health & Safety 13109
The Environmental Health & Safety unit at West Virginia University is seeking applications for an Administrative Secretary Senior position. This position will provide general administrative support to the Environmental Health & Safety (EHS) staff, and maintain important databases vital to the unit's recordkeeping requirements.
In order to be successful in this position, the ideal candidate will:
Answer phone calls and report customer needs to appropriate staff member. Maintain the EHS contact sheet.
Schedule appointments/meetings and email appropriate people.
Maintain stock of office supplies, ordering through Mountaineer Marketplace or other vendors. Retrieve materials and supplies, as needed from the warehouse. Coordinate and order training giveaways. Coordinate and order uniform shirts or other work attire as needed
Monitor and maintain office equipment such as computers, copiers, printers and fax machines. Submit trouble tickets for repairs and service when necessary. Coordinates new equipment acquisition when needed.
Support staff with Mountaineer Marketplace orders.
Support staff with MyExpenses and MyTravel purchases. Assist with processing fleet card receipts in MyExpenses.
Submit/create purchase orders (PO's) and confirming orders based on invoices and quotes. Coordinate payment and processing for PO's and invoices. Ensure invoices are categorized correctly by account and sign off on them for payment.
Edit reports, SOPs and programs for EHS staff.
Sort and distribute mail or packages.
Coordinate, schedule and track maintenance, cleaning and repairs for all EHS State vehicles.
Manage EHS website, ensure updates are made and meet accessibility requirements.
Submit posters and messages for InfoStations
Perform other general administrative duties such as filing, sorting, organizing, etc. or other duties as assigned.
Coordinate and communicate EHS staff on-call annual schedule. Coordinate after hours paging system for our EHS on-call process.
Support new employee and student onboarding tasks.
Coordinate renewal and payment for annual permit fees needed for various University operations.
Assist with scheduling staff training and professional development.
Maintain and support existing and future EHS databases:
Training records-Learning Management System (LMS)
Mobile Eyes-Fire Control inventory and inspection software
Confined Space Entry (CSE)
Accident and Injury
Indoor Air Quality (IAQ)
Pay Grade: 12, WVU provides competitive wages for its employees, and takes related experience and education into consideration when determining appropriate salary.
Requires business or secretarial training obtained through a post-high school program of up to eighteen (18) months.
At least two (2) years of directly related work experience; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Ability to uphold EHS high expectations of providing quality customer service.
Knowledge of office methods, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Ability to read and write in English.
Knowledge of general business mathematics.
Strong computer skills required using current software and technologies.
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 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.
Physical demands include the following:
Working in an office environment daily (use of computers, faxes copiers, printers)
May sit for extended periods of time daily.
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: Oct 15, 2019
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 187402
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.