Administrative Associate - Lewis County Extension Service 17228
West Virginia University Extension Service (WVUES) is seeking applications for an Administrative Associate. This position, headquartered in Weston, WV, provides complex professional administrative support for the Fire Service Extension (FSE) unit of the Family and Community Development (FCD) program in the WVUES. The unit consists of a program leader, two full-time program coordinators, and more than 100 Extension trainers. The FSE unit serves as the West Virginia State Fire Academy and trains 3,000+ firefighters annually in the state as well as firefighters from surrounding states, and currently offers more than 250+ courses annually. The incumbent must be willing to work nights and weekends as needed and travel (with overnight stays if necessary), for appropriate conferences and/or professional development courses.
In order to be successful in this position, the ideal candidate will perform the following:
Acts as a liaison between program leaders, faculty/staff, and outside contacts by daily communications and interactions.
Receives and greets visitors to the office, determines nature of their visit, and directs them to the proper faculty member and/or provides needed information.
Coordinates and maintains electronic calendar for FSE, schedules appointments, adjusts meeting dates and times when necessary, and maintains the daily schedule of the location of all faculty and staff.
Orders all supplies for the unit and maintains inventory and shopping list. Completes priority purchasing through Mountaineer Marketplace.
Orders merchandise such as office shirts, bags, port folios, and maintains record of payment and past-due accounts. Upon receipt of payment, forwards payment to finance and business for deposit.
Arranges for hotel, conference rooms, banquet services, A/V set-up, classrooms, etc. for events and procures supplies needed for training (i.e., propane, straw, etc.).
Manages travel logistics for in and out-of-state travel, including airfare, lodging, and reservations. Oversees compilation of travel expense statements and serves as office contact as quest ions arise.
In collaboration with Extension Service Communications, designs and formats course/event certificates and fliers using various software, importing pictures/graphics, etc., and ensures formatting agrees with WVU licensing regulations.
Formats and types correspondence, evaluation summaries, articles, survey questionnaires, and class materials using Microsoft Word.
Receives, screens, and processes all incoming/outgoing communication (telephone, fax, mail, e-mail, and walk-ins).
Coordinates bulk mailings by duplicating, collating, stuffing, labeling, and sorting envelopes according to postal guidelines.
Oversees overall security of building. Maintains master keys, outdoor keys and manages keys for all vehicles.
Serves as technology/computer contact/liaison for department.
Prepares mail, certifies and signs off on yearly mailing and applications for Pro Board license plates through State DMV office.
Participates in appropriate professional development courses, particularly as they pertain to computer courses.
Course Records Management
Updates and maintains FSE's mailing list for approximately 2500 participants.
Maintains the filing integrity of over 22,500 confidential student personnel and demographic records, correspondence, reports, personnel, and accounting materials.
Manages computer registration and funds for special schools/events held throughout the year (i.e., National Pro Board Test; WV State Fire School (week long w/ 350+ participants); WV State Rescue School; Junior Firefighters Training Camp; WV Weekend; WV Professional Fire Chiefs School; Instructors courses; Fire Officer 3 and 4; and, various courses held on the grounds throughout the year.
Oversees, coordinates, and handles all registration for special events.
Outputs roll sheets, certificates, etc. and checks for accuracy.
Checks prerequisites and advises clients regarding appropriate course selections. Notifies students of their eligibility/ineligibility for courses.
Attains proficiency in the operation of existing and new computer software necessary to maintain training course registration and recordkeeping documentation.
Certifies firefighters at the National Level for Instructor I and 2, Firefighter 2, Fire Officer I and 2, Hazardous Materials, Driver/Pump Operator. Certifies that the proper courses and requirements have been met to certify these people at the national level. Maintains databases of these certifications.
Coordinates the FSE course records management program (200+ courses and 2000-3000 students annually).
Assigns course key number for each course and enters correct title and course location in conjunction with the listing provided bv the West Virginia State Fire Marshal's office. Processes all course and instructor forms, enters all data into database, and pulls out specific reports as needed.
Responds to requests for transcripts and certificates by researching both database and hard copy files. Prints and provides individual transcripts using Learning Management System for credit courses after 1992.
Serves as contact to faculty, instructors, and participants regarding class process via telephone, email, letter format, and face-to-face interaction.
Maintains confidential instructors' files (i.e., number of hours taught, courses eligible to teach, recertification needs, etc.)
Maintains strict confidentiality standards and does not provide information without written authorization.
Responds to subpoenas by providing necessary documentation (i.e., transcripts, roll sheets, participant information sheets, manuals) and forwards to General Counsel 's office.
Initiate vendor payment, direct payment invoices and hospitality by entering on-line requests via Marketplace.
Research outstanding transactions and track status of open orders.
Invoice, write receipts and process visa transactions. Follow up on delinquent invoices.
Receive checks from various sources, prepare and process deposits.
Track account balances through Data Miner.
Pay Grade: 14
Associate degree required in communications or other related field, or equivalent combination of education and experience.
Bachelor's degree preferred in a directly related area.
Preparation of documents using Microsoft Office Suite programs.
Communicating with a variety of audiences in oral/written format.
Maintaining complex schedules for several professionals.
Entering information into organizational administrative management systems.
Overall knowledge of office management (knowledge of National Fire Academy and state policies with regard to firefighting is highly desirable).
Demonstrated proficiency in MS-OFFICE Suite/365, and Quickbooks
Strong oral and written communication skills with the ability to communicate clearly and concisely with a broad variety of contacts concerning a broad base of issues.
Basic math skills necessary to perform financial calculations.
Demonstrated ability to maintain confidentiality.
Ability to maintain proper attendance and punctuality standards.
Ability to rapidly acquire thorough knowledge and understanding of institutional, WV Higher Education Policy Commission, and state policies and practices to inform program leader of appropriate procedures and practices.
Ability to work effectively and independently in a non-supervised, fast-paced business environment, exercising judgement, tact and diplomacy in all interact ions with divergent groups.
Ability to work nights and weekends as required.
Ability to travel and stay overnight if necessary, for appropriate conferences and/or professional development courses.
Resume or Curriculum Vitae.
Valid Driver's License issued in the United States for independent travel.
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.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.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: Jul 19, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 232664
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.