Office Administrator, Mechanical and Aerospace Engineering- College of Engineering and Mineral Resources 14349
The Department of Mechanical and Aerospace Engineering in Statler College of Engineering and Mineral Resources at West Virginia University is seeking applications for an Office Administrator. This position is responsible for independently managing, supervising and coordinating all major administrative functions of the department of Mechanical and Aerospace Engineering (MAE). The incumbent will supervise all administrative personnel of the department, including a Program Coordinator II and an Administrative Secretary, SR., will be responsible to oversee and manage all the financial accounts that the department has in the WVU Foundation. This position will independently maintain regular communications with external constituencies of the MAE department, will plan in detail major outreach and social events hosted by the department, both on and off WVU's main campus, and will also serve as backup to the Financial Manager of the department.
In order to be successful in this position, the ideal candidate will:
Provides indispensable support to the Office of the Department Chair by performing independently high level, complex, and confidential administrative tasks of critical importance to the effective and successful operation of that office, in full compliance with all pertinent policies and regulations, at the university, state and federal levels.
Serves as primary advisor to the Chair in a broad range of administrative, personnel and public relation matters and ensures that all daily functions and activities of the Chair's office are completed timely and effectively in a professional manner.
Represent the department Chair in communications with faculty, students, alumni or other constituencies of the department, as appropriate. He/she serves as the main steady liaison between the department Chair and its constituencies and acts in an advisory capacity to the Associate Chairs of the department, faculty, students and staff on problems and procedures of an administrative nature.
Manage and maintain the complex calendar of the Chairman by coordinating, scheduling and reminding times of appointments, various meetings on and off WVU campus, formal events or ceremonies of social, professional or honorary nature. Retrieves periodically information that is needed by the Chairman, often of sensitive nature, by negotiating terms and procedures with administrative and academic offices of the University, industry representatives, or state and federal government officials.
Responsible for working with the Chairman on reviewing and screening his/her complex and confidential correspondence, both electronically and in hard copies.
Assists and provides advice to the Chairman in the preparation, review and distribution of status or progress reports, policy statements, documents, forms and other materials that may be considered of either routine or unconventional nature.
Independently reviews and acts to revise as necessary before forwarding to the Chairman incoming letters, memoranda, contracts, reports, personnel forms and other document that require the signature of the Chairman to ensure accuracy and compliance with all pertinent University, College, state, and federal policies and procedures.
Takes the initiative of bringing to the Chairman's attention existing or anticipated problems of critical nature that will require his/her immediate or ultimate action or decision.
Works independently to plan and set priorities for all tasks related to the administrative management of the MAE department to ensure that they are carried out by properly qualified personnel and they are completed in a timely manner in full compliance with all relevant rules and policies.
Responsible for the direct supervision of administrative staff, and all student workers.
Maintains the financial accounts of the MAE department with the WVU Foundation, which entails continuous monitoring and updating of accounting spreadsheets, preparation of invoices for Foundation expenditures, collection of donations to the department and depositing them into the proper Foundation accounts of the department.
Prepares periodically financial reports for the Department Chairman and confers with him/her on the proper allocation and investment of funds that the department controls in the WVU Foundation, including those raised through the state's Research Trust Fund initiative, in addition to funds raised from private sources.
Serves as primary liaison with the WVU Foundation for all gifts made to the MAE department. Duties include accurate and prompt accounting and reconciling of all donations made to the department, which requires access to confidential information that is contained in the Foundation records. The incumbent is authorized to request from the Foundation periodic updates of personal information and mailing lists of donors, in order to prepare letters of acknowledgement and gratitude for donations made by various individuals. The incumbent serves as the "ambassador" of the department to all past, current and potential donors to the MAE department.
Works directly with the Chairman and the departmental P&T Committee in managing in strict confidentiality the annual cycle of faculty evaluations, including the special critical cases of applications for promotion and tenure. This includes guiding the faculty, both in the tenure and non-tenure tracks, in the preparation of their annual activity reports, the documentation of suitable materials in their Personnel Files, the advance planning and on-time completion of the primary tasks associated with the annual faculty review cycle.
Maintains electronic and hard-copy paper files for annual reviews of all faculty members, and staff members employed by the MAE department either in FEAP, Visiting Scholar, or Adjunct Faculty positions, or as employees of WVU's Research Corporation (WVURC)
Directs and coordinates searches for new faculty, researchers, or staff members, in full compliance with all Affirmative Action (AA) policies of the University and the State of West Virginia.
Plans and oversees all logistical aspects of the ABET practices in the MAE department, in preparation for the next accreditation cycle of its undergraduate programs. This includes the distribution of the binders for course portfolios at the beginning of each semester, along with the instructions that each instructor has to follow in order to assemble his/her course portfolio, and the collection of the completed course portfolios in a timely manner at the end of each semester.
The incumbent communicates and collaborates daily with personnel at all levels regarding matters related to the efficient planning and execution of all operations and management activities of the department.
Designs, establishes and consistently maintains a complex filing system to support all operations of the MAE department, to enable expedient but controlled access and retrieval of documents, to archive all major decisions, policies and procedures, and to insure that all documentation is handled in full compliance with all pertinent restrictions of confidentiality and privacy.
Assumes full authority and responsibility to manage the administration of Effort Reports of all personnel in the MAE department to ensure that they are properly reviewed, signed and submitted in a timely manner.
Plan special projects from inception through completion, such as retirement receptions, faculty retreats, social celebrations, aimed at raising and maintaining the morale of faculty and staff in the MAE Department
The position serves as the main coordinator of the MAE department with the Office of International Students and Scholars regarding all immigration issues, such as the preparation of J-1 visas and DS-2019 documentation for a large number of Visiting Scholars, visiting graduate students and other international researchers who are hosted over brief periods of time by various members of the MAE faculty.
Serves as Notary for the Department.
Other duties as assigned
Bachelor's degree in Business Management or an equivalent combination of education and experience.
One (1) year supervising, delegating duties, motivating, training and disciplinary issues
One (1) year managing daily operations of a large unit, problem solving and decision making.
One (1) year experience in accounting/budgeting matters and the preparation of financial reports
One (1) year experience using personal computers and automated information systems with experience in tracking large volumes of information
Demonstrated management skills, strong ability to prioritize and multi-task at any given time
Demonstrated outstanding supervisory skills, as reflected in a clear ability to handle different types of individuals in a wide variety of situations that are likely to arise and be encountered in this position.
Ability to acquire an excellent understanding of the WVU procedures and policies and the strong ability to create new, innovative avenues of approach when faced with unexpected and unique problems
Decision-making skills, proven ability to facilitate teamwork and outstanding ability to provide clear directions and objectives, as well as strong ability to empower and motivate his/her staff and colleagues.
Demonstrate familiarity with pertinent rules, policies and procedures, at the university, state and federal levels.
Demonstrated skills and capabilities in accounting and management of financial budgets or transactions.
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 19, 2020
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 199782
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.