Administrative Assisant-Department of Chemisty 14303
The Department of Chemistry is seeking applications for an Administrative Assistant. This position is responsible for providing high-level administrative support 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 and Foundation funding, providing Executive Assistance to the Department Chair and Director of Graduate Studies, coordinating workflow, supervising clerical staff and work-study students, and payroll.
In order to be successful in this position, the ideal candidate will:
Manage all 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 Data Miner 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.
Assist faculty in assessing, monitoring, spending, and budget control of complex external and internal revenue accounts.
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.
Manage the Effort Reporting process to obtain faculty signatures.
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.
Assist faculty in preparing payroll requests and submit requests to the appropriate office. If payroll errors occur, then take initiative to correct them through prompt communication with the appropriate office.
Prepare requests for faculty incentive salary contracts, which include verification of amounts and funding.
Prepare check deposits for submission to the Bursar's Office and WVU Foundation.
Assist international faculty and graduate assistants in terms of INS rules and requirements for employment.
Support WVU-related work activities of the incumbent Department Chair.
Manage and coordinate the Chair's calendar, email, and travel schedule.
Identify, in the Chair's absence, any items that require action and initiate such action.
Provide general support for Chair and departmental initiatives, including by performing other duties as assigned.
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.
Other duties assigned
Pay Grade: 15
Bachelor's degree in related field or equivalent knowledge and experience.
One (1) year combined experience in:
Budget development/ management
Administrative office experience
Grants Administration preferred
Supervisory experience preferred
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 11, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 199123
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.