Administrative Secretary - College of Creative Arts 16750
The College of Creative Arts at West Virginia University is seeking applications for an Administrative Secretary. This position provides clerical and detailed support to the School of Art and Design to ensure accurate recordkeeping, files and interaction with students and Faculty. Assisting to maintain the Art and Design business office and being the initial contact for walk ins students, Faculty and parents is an important aspect of this position.
In order to be successful in this position, the ideal candidate will:
Provide clerical support for director and faculty. Type's documents; letters, exams, reports, memos.
Collect internal grants from faculty, review grants to ensure that all necessary information has been included, copies materials and forwards grants to the College of Creative Arts Dean's Office.
Maintain a database of prospective students, including recruitment efforts and application for admittance.
Mail recruitment packets for undergraduate and graduate students. Collect materials and communicate to applicants and sends out letters of acceptance or rejection for undergraduate and graduate applications.
Maintain the graduate and undergraduate student files, including assessments by faculty committees, records of any actions, grades, etc.
Work in WVU hire data for hiring of student gallery workers and models for the School of Art and Design.
Lift advising and class restriction holds for students to register for classes.
Scan and send out van mileage monthly reporting forms and new driver forms to the state.
Supervise work-study students, monitoring galleries and the slide library. Schedule models for the drawing, painting, and sculpting classes for the School of Art and Design. Develop schedules for gallery show coverage, slide library and performances and monitors schedules to ensure that workers are adhering to their assigned schedules.
Type up database on scholarship students, attend scholarship meetings and Portfolio Days.
Train new student workers in the requirements of the duties assigned.
Distribute, collect and review time sheets in order to provide accurate hours.
Approve and edit as needed within Applaud hours for student workers and models.
Prepare bulk mailings for all gallery exhibitions.
Hire new work study through Handshake/Models through Mountaineer Temps and Schedule Models for Art classes.
Greet students and visitors as they come into the main art office and direct them to the proper areas.
Copy documents, exams and letters as needed by faculty.
Answer and screen telephone calls and communicate messages to faculty and staff.
Collect and assimilate data for faculty use in reports, databases, spreadsheets and mailings.
Attend faculty meetings to take minutes as needed.
Drive a school van on occassion.
Pay Grade: 10
Up to 18 months education beyond high school and/or equivalent combination of education and experience.
One (1) year of experience in the items below:
Work experience within an office environment.
Supervisory Skills preferred.
Thorough knowledge of office methods, procedures, practices and protocol.
Demonstrated good oral and written communication skills.
Demonstrated ability to multitask, set priorities and meet multiple deadlines.
Demonstrated ability to independently initiate, and prepare clear and concise cover memo, gathering information from various sources.
Demonstrated ability to review clerical processes and identify deviations from applicable policies and procedures.
Demonstrated ability to work independently.
Ability to rapidly acquire a working knowledge of the institutions policies and procedures pertaining to student registration and grade reporting.
Ability to supervise student workers.
Ability to set work schedules and track hours worked by students and models.
Ability to handle and maintain confidential materials and information.
Ability to perform duties in a professional, respectful and courteous manner.
Valid Driver's License.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
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: May 5, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 226983
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.