Administrative Assistant/Scheduler - Division of Diversity, Equity, and Inclusion 14063
The Division of Diversity, Equity, and Inclusion is seeking applications for an Administrative Assistant/Scheduler. The primary purpose of this position is to provide independent, high-level administrative support to the Vice-President (VP) for the Division of Diversity, Equity and Inclusion (DDEI) and employees reporting to or under the direction of the VP, and employees within the Division of Diversity, Equity and Inclusion. This includes, but is not limited to, assisting with highly confidential correspondence, reports and memorandums in various areas and planning and/or assisting with the planning of issues with a high level of confidence; managing calendars and schedules and the processing and screening all incoming correspondence.
In order to be successful in this position, the ideal candidate:
Arranges all hotel reservations, air travel, car rentals, and all other travel related planning for the VP.
Efficiently arranges appointments and updates calendar for the VP.
Completes travel reimbursement forms and verifies that all necessary documentations are present for filing expense reports.
Receives and greets visitors to office area, determines nature of visit, and directs visitor to the appropriate staff member.
Answers telephone, screens calls, and communicates messages to DDEI staff members.
Collects, opens, date stamps, sorts, and distributes incoming mail to staff within the office area.
Disseminates and receives information by electronic mail.
Reviews/edits materials created for others for proper formatting and spell check, making necessary changes and printing final hard copies for VP's review and signature.
Keyboards letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form utilizing word processing software.
Proofreads all typed material and corrects errors in sentence structure, grammar, spelling, and punctuation.
Enters data into computer, following a specific format.
May pull routine to complex reports.
Files a variety of documents by alpha, numeric, subject matter, and chronological order.
Provides copies of information from files upon request by locating information, photocopying, and returning information to appropriate location.
Duplicates, collates, and binds letters, reports, memoranda, and other documents using a photocopy machine and stapler.
Participates in training and professional development sessions to enhance job performance.
Attends DDEI meetings as required.
Performs related duties as assigned or as directed.
Assists in other duties relevant to the work of DDEI as assigned.
Some travel may be required to on-campus and off-campus events and may require working nights and weekends with short notice.
Pay Grade: 15
Baccalaureate degree or equivalent education and experience.
One (1) year of experience as an administrative assistant or working in an office setting.
One (1) month experience with WVU policies and procedures preferred.
Ability to communicate ideas clearly both orally and in writing.
Establish and maintain effective working relationships.
Work effectively with all types of people.
Capability to use latest versions of Microsoft Office.
Apply critical thinking skills.
Ability to maintain confidentiality.
Carry out the mission, goals, policies, and procedures of the Division of Diversity, Equity and Inclusion.
Requirements 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 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: Feb 18, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 196724
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.