Accounting Assistant - Mechanical and Aerospace Engineering, Statler College 16146
The Department of Mechanical and Aerospace Engineering within Statler College at West Virginia University is seeking applications for an Accounting Assistant. Provides support to educational, research and administrative activities of the Department of Mechanical and Aerospace Engineering (MAE), including the Chair, Office Administrator, faculty, staff, and students as well as to the entire college in the area of shipping and receiving. This position deals with the daily functions of the Department and serves faculty, staff and students to ensure that all operations and services are performed effectively. The incumbent must initiate work independently and make decisions that involve routine and non-routine situations within established protocol, guidelines, and policies. This level of responsibility requires critical thinking, independent judgment and the ability to resolve complex situations and tasks with minimal supervision.
In order to be successful in this position, the ideal candidate:
Purchases research and educational supplies for the faculty through the Mountaineer Marketplace procurement system; ensures that faculty members, other researchers, authorized students and staff members provide proper sources of funding and that the purchases are made in the most cost-effective way possible. Serves as the "master" of the Mountaineer Marketplace system for MAE personnel and trains others to use it. This function will assist 32 tenure-track faculty members and 8 non-tenure track faculty members on a daily basis. If repeat suppliers are not registered in the Marketplace system as a vendor, contacts them to inquire the viability of working through the new system on a Purchase Order (PO) basis.
Submits itemized invoices and receipts as input into the MyExpense system for both employee and supervisor, ensuring that the proper funding is attached and expense reports are submitted on time. Reviews and edits all printed materials created through the MyExpense system to assure correct grammar, spelling and punctuation. Prints all final copies of documents for signatures, then completes their proper distribution.
Participates in the planning, organizing and supporting the annual Pumpkin Drop competition hosted by the MAE department. Ensures that all materials needed for the safe undertaking of this event are available for the ASME students in charge of overseeing all its safety aspects. This involves the ordering of supplies and scheduling student workers who will assist on the day of the event. Works on the day of the Pumpkin Drop competition to ensure that all safety provisions are properly followed.
Maintains the MAE portion of the Statler College Inventory system, including the submission of asset acquisition forms and surplus equipment forms, by following the Property Administration Rules and Guidelines. Must be able to produce asset information for audits conducted by the University and external research sponsor.
Conducts an evaluation, at the beginning of the semester, of the graduate offices to ensure that all available desks are used effectively by graduate students supported who actively support research or teaching activities in the department. Monitors throughout the semester the effective utilization of office spaces and desks available for graduate students. Develops recommendations to the Office Administrator and the Chair for effective allocation of office spaces to graduate students.
Serves as college shipping and receiving administrator for UPS, Fed. Ex, and DHL; logs all packages and places them in the secure package room of the college. Retrieves packages for entire college and maintains a log of signatures. Supervises the student workers who are helping with this task. Schedules shipment pick-up and creates UPS shipping labels using UPS World Ship software. Runs report monthly and attaches proper funding to each outgoing shipment. Pays for freight shipments over the phone through the shipping company.
Schedules and maintains logs of usage of all departmental vehicles by faculty, staff and students; ensures that vehicle mileage is reported monthly to the WVU Motorpool, and any problem related to the vehicle maintenance is reported promptly to the proper supervisor. Maintains list of all persons allowed to drive vehicles of the department according to WVU/State policy.
Works with MAE Office Administrator or his/her designee to plan and undertake events for the department, such as seminars, faculty meetings, campus interviews of candidates selected for open faculty positions.
Pay Grade: 12
Associate's degree in related field or equivalent combination of education and experience.
One (1) year of administrative and office experience in policy matters, organizational communications, in handling a variety of work assignments in an academic environment under strict timelines and confidentiality.
One (1) year of familiarity with computer software, including spreadsheets, for basic office tasks such as word processing, slide presentations, desktop publishing and use of e-mail systems. Familiarity with the WVU Motorpool, as well as administrative computer systems used at WVU such as Mountaineer Marketplace, MyExpenses.
Two (2) years of experience in complex calendar scheduling.
Communication skills; ability to communicate clearly and concisely with others, both orally and in writing, in order to exchange routine information and explain simple policies and procedures.
Ability to identify critical issues, and appropriate offices or personnel with authority to address the corresponding issues.
Ability to coordinate multiple tasks, determine the priority of each task, set deadlines and complete projects in a timely manner by taking action to implement solutions without the need for continual guidance. Ability to maintain composure and attention to detail in high-pressure situations.
Ability to work as a team member by showing objectivity and openness, building a positive spirit, placing the success of the team above own interest, supporting everyone's efforts to succeed.
Ability to deal with a diverse array of personalities in a professional, pleasant manner, and exhibit professional conduct and customer-oriented attitude in order to maintain good working relationships even under difficult situations.
Ability to train and supervise student workers and Mountaineer temporary workers.
Ability to learn University policies, procedures and policies, while interpreting and applying these policies to unique work situations.
Ability to learn scientific or specialized terminology.
Thorough knowledge of proper English, grammar, spelling, punctuation, and sentence structure.
Demonstrated ability to operate various computer applications, such as email/calendar etc., printers, scanners and digital cameras, as well as utilize commercial software such as MS Office.
Ability to travel on and off campus locations for meetings.
Demonstrated ability to function effectively in a fast-paced office environment, and collaborate with other staff members who may have different education levels, technical disciplines, and backgrounds.
Ability to approach others in a tactful manner, react well under pressure, treat others with respect and consideration, accept responsibility for own actions, and follow through on commitments. Demonstrated ability to establish and maintain effective relationships and deal tactfully with other departments, organizations, related programs and external agencies.
Demonstrated ability to treat people with respect, keep commitments, inspire the trust of others, work with integrity and ethically, and uphold organizational values.
Ability to adapt to changes in the work environment and manage competing demands.
Ability to make mathematical computations when necessary.
Ability to work in a high level, independent support position making determinations/decisions and acting independently.
Ability to operate standard office equipment.
Ability to work with a wide variety of people, both internally and externally.
Valid driver's license.
Sitting for long periods of time at computer or desk daily.
Light physical effort required involving bending, stooping or stretching to retrieve documents from files daily.
Occasional lifting of lightweight objects (office supplies, reams of paper, deliveries of packages) daily.
Driving and walking (including stairs) to/from and in/out of University buildings and community daily.
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: Jan 13, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 219443
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.