The Department of Physics & Astronomy at West Virginia University is seeking applicants for an Academic Program Assistant II. The incumbent is responsible for independently performing a wide range of duties in support of the Department of Physics and Astronomy Provides administrative support for the Department of Physics and Astronomy which consists of over 225 faculty, research faculty, post-docs, staff, graduate students and undergraduate students, and the Planetarium and Observatory, which serves thousands of people each year. Physics has a total budget of $38 million of non-closed grants within the largest college at WVU and this role significantly contributes to the effectiveness of operations and services.


In order to be successful in this role, the idea candidate will:

*Independently coordinates all student registration activities. Works with the Chair, faculty, students and the Registrar's Office to manage and solves student problems with class assignments and course conflicts.
*Serve as the department's representative to the College's Graduate Office and the Registrar's Office.
*Review Masters and Doctoral candidates to ensure that degree requirements are met and required paperwork for graduation is processed by deadlines.
*Approve applications for graduation in Banner Workflow, reviews all committee members and checks to make sure thesis/dissertation titles are correct.
*Use DegreeWorks to approve completion of student's milestone thesis and dissertation projects, Masters and Doctoral degree requirements, and compares course overrides against student's plan of study (courses that were available in students Plan of Study when they entered the program but were changed during their time in the program).
*Plan and coordinates all classroom assignments, exam assignments, and requests by faculty for special classroom use through 25Live and Facilities Scheduling.
*Prepare department's course schedule collaboratively with the chair, ensuring that schedule notes, instructors/percentage of responsibility, enrollment quotas, restrictions, cross-listing, linking and room assignments are correct. Schedule all meetings, colloquiums and other events for faculty and graduate students by using 25Live.
*Serve as the public "face" of the Physics Department. Greet all visitors, directs questions to the appropriate person, group or external contact.
*Submit Facilities Service Desk requests for repairs to the building. Initiates emergency maintenance requests as necessary.
*Point of contact for Pcard requests, assistance, purchases and reports. Assist in processing Pcard applications for faculty/staff using Marketplace.
*Process travel settlements in My Expenses, assisting faculty, researchers, staff and students with needed purchasing and other travel needs. Work as liaison with the Dean's Office when travel grant funding is involved to make sure that all funding is applied properly.


Pay Grade: 13

• Associates Degree Required
• One (1) Year Experience in:
  • A high volume, high traffic professional office setting
  • Computer experience, including Microsoft Office
  • Dealing with purchasing, receiving and accounts payable
  • State policies and procedures, reimbursements and Oracle - Preferred
  • Graduate education policies and procedures - Preferred

• Resume
• Cover Letter
• References

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 http://hr.wvu.edu/ .