Administrative Assistant, Fundamentals of Engineering Program - Engineering & Mineral Resources 14171
The College of Engineering and Mineral Resources at West Virginia University is seeking applications for an Administrative Assistant for the Fundamentals of Engineering Program. This position is responsible for the day-to-day administrative and fiscal operations of the Fundamentals of Engineering Program (FEP) and maintains direct accountability to the Assistant Dean for Freshman Experience, the Associate Dean for Academic Affairs, and the Dean. This position plays a key role in maintaining a positive, professional work environment and ensuring that daily operations of the office go smoothly. The Fundamentals of Engineering Program office is a very busy place which serves the needs of more than 1,500 current students and their families, many more prospective students and their families, daily visitors to the College, the Fundamentals of Engineering Program faculty and staff, as well as faculty and staff from West Virginia University and elsewhere. Clear and consistent communication is essential to facilitate efficiency, effectiveness, and programmatic success.
In order to be successful in this position, the ideal candidate will:
Work closely with the Assistant Dean, Statler College financial staff, and the Shared Services Center on fiscal matters.
Serve as a financial administrator responsible for financial activities for the FEP.
Provide daily oversight, support, and guidance for the FEP faculty and staff on all fiscal matters; including proposing and preparing assigned annual budgets, monitoring and managing expenditures, authorizing transfer of funds and/or payments, and reviewing monthly financial reports on a regular basis.
Ensure data entry of all appropriate information systems. Create reports or establish a schedule of reports to be queried and communicated to appropriate administrators, faculty, or staff.
Serve as the FEP Card Coordinator for WV State Procurement Cards associated with the FEP. Maintain receipts on all Procurement Cards. Processe applications for new credit cards and maintain individual cardholder files. Communicate policy changes and proper use of the card to cardholders. Responsible for training all new cardholders within the FEP and ensuring all requirements are met. Work with vendors and cardholders on questionable issues.
Responsible for all financial reporting, including preparation of monthly and quarterly reports on State and Foundation accounts, reconciliation of and reporting on selected accounts using Oracle, and effort reporting certification, as required.
Attend meetings representing FEP on fiscal management.
Process all payroll requests, travel expense accounts, and tuition waivers.
Serve as primary Procurement Officer for the FEP, which includes preparing purchase orders for items that cannot be obtained with a procurement card. Must maintain knowledge of the various policies and procedures for each fiscal entity (State, Research Corp., WVU Foundation) involved in program financial operations and work closely with the procurement personnel of those organizations.
Serve as a primary contact to central administrative fiscal units including Business and Procurement Services, Office of Sponsored Programs, Sponsored Research Accounting, Office of Budget Planning and the WVU Foundation regarding day-to-day financial activities for the FEP.
Promote positive and open communication and relationship building within the FEP and with other departments, internal and external groups, and other individuals through the coordination of Program activities.
Maintain faculty/staff annual performance and faculty promotion and tenure files (in Digital Measures); adjunct and temporary faculty, temporary staff, and both undergraduate and graduate student employment records; and FEP student academic records, as needed.
Facilitate the hiring and onboarding process for faculty and staff hires.
Supervise and train student workers.
Manage academic scheduling for all ENGR courses using BANNER or other appropriate software systems.
Oversees the planning, coordination, implementation, and assessment for FEP internal (such as meetings and retreats) and external events. Coordination activities may include: procurement of supplies and materials, space, and catering services; advertisement of events through print and electronic media; event staff scheduling, management, and supervision; handling travel arrangements, local reservations and shipping, as needed; preparation of event materials; management of registration; and compilation of data required for event assessment and reports. May serve as main contact when organizing meetings, conferences, events, and as such, represents the University and the College to outside constituents.
Manage and prioritize calendar events and communication activities, including mail, email, phone calls, and correspondence, for the Program Director/Assistant Dean. Compose, prepare, and process complex and confidential correspondence for Program Director/Assistant Dean's signature.
Create and maintain an up-to-date file of policies and procedures, workflow, academics issues, student employment, and calendar of program activities, and provides updates to faculty, staff, and students, as necessary.
Pay Grade: 15
Bachelor's degree in business administration, management, communication, or a related field required.
One (1) year of supervisory experience working with diverse populations; student supervision, delegation of duties, training, discipline issues
One (1) year of managing daily operations of a complex, fast-paced unit, problem solving, decision making, and providing quality customer service.
One (1) year of budgetary experience in accounting and budgetary matters. Thorough knowledge of generally accepted accounting principles and their application to recording financial information and the preparation of financial statements and other financial reports.
One (1) year of Hardware/Software experience using personal computers and automated information systems and computer applications to handle routine and sensitive data, engage in appropriate inter-office information exchange, track large amounts of information, while maintaining confidentiality.
Good financial management knowledge and transaction processing skills.
Accounting and budgetary skills with a working knowledge of accounting systems.
Good knowledge of, or the ability to learn rapidly, the policies, procedures, and regulations governing budget issues, with the ability to interpret and apply these policies to unique situations.
Ability to multitask.
Proven supervisory and leadership skills.
Proven ability to maintain confidentiality.
Demonstrated ability to work independently.
Demonstrated ability to problem solve, prioritize, reason, analyze, and make good decisions.
Management skills and ability to cope with several priority situations at one time.
Work is typically performed in a normal office environment; some duties may require lifting and carrying boxes of materials/supplies, traveling to different locations/sites, climbing stairs and near-constant use of a computer.
Valid Driver's License
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 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.
Job Posting: Feb 10, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 197882
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.