Administrative Assistant - Civil and Environmental Engineering / Statler College 13414
The Department of Civil and Environmental Engineering in the Statler College of Engineering and Mineral Resources is seeking applications for an Administrative Assistant. The incumbent will provide high-level independent administrative support to the Chair, faculty and staff in the department. The incumbent will support the achievement of the departments goals and objectives and will ensure that the daily operations of the office run smoothly.
In order to be successful in this role, the ideal candidate will:
Develop work flows and processes and ensure that the daily operations of the office go smoothly.
Provide effective coordination with various groups throughout the work unit to gather information, provide guidance and communications from the Department Chair and monitor or coordinate various meetings and activities.
Deal with administrative inquiries. Manage Department Chair's schedule/calendar, coordinating communications and activities within the Department office.
Manage and coordinate special projects for the Department Chair.
Assist Department Chair with scheduling of courses.
Maintain the office equipment and coordinate service calls.
May be asked to coordinate the maintenance of web pages relating to the CEE Department.
Assist faculty with documentation of faculty activities in the WVU electronic faculty file system.
Process purchase orders.
Maintain ABET accreditation files. Coordinate, collect, and file items such as course syllabi, course folders for ABET accreditation purpose.
Process tuition waivers, graduate applications, and GRA/GTA offer letters.
Process payroll forms as needed.
Maintain records on graduate and undergraduate student numbers, contact lists, and update student mailboxes.
Maintain records of faculty meetings and meeting minutes, advisory committee meetings, and academy meetings.
Keyboard letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form utilizing word processing software. Proofread all typed material and corrects errors in sentence structure, grammar, spelling, and punctuation.
Establish new filing systems when needed and maintains files for assignment area.
Make travel arrangements for faculty, Department Chair, and students participating in student-chapter activities. Complete travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
May plan and/or coordinate events such as workshops, seminars, conferences, graduation functions, student functions, Advisory Committee functions and/or Academy functions.
Duplicate, collate, and bind letters, reports, memoranda, and other documents. Operate FAX machine for transmitting documents to various locations.
Stock, order and inventory supplies and assets.
Prepare bulk mailings. Collect and deposit outgoing mail.
Collect and distribute incoming mail to CEE members within the office area. Disseminates and receives information by electronic mail.
Receive and greet visitors to office area, determine nature of visit, and direct visitor to the appropriate staff member. Answer telephone, screen calls, and communicate messages to staff members.
Participate in training and professional development sessions to enhance job performance.
Perform related duties as assigned or as directed.
Pay Grade: 15
Work hours: 8:15 am - 4:45 pm
Requires a bachelor's degree in office administration or a directly related field or an equivalent combination of education and experience.
One (1) year of directly related work experience in support of an administrator or work unit.
Knowledge of office methods, procedures and protocol.
Ability to read and write in English.
Knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Knowledge of general business mathematics.
Good keyboarding and computer skills required using several applications: Microsoft Office suite and other software used by the department.
Proven skill in interacting with the public.
Good record keeping skills.
Organizational and time management skills required to manage multiple projects, reports, requests, and work load.
Ability to take accurate telephone messages for faculty and staff.
Ability to operate standard office equipment.
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.
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 https://talentandculture.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: Dec 2, 2019
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 190765
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.