Administrative Assistant - Department of History 10433
The Department of History at West Virginia University is seeking applicants for an Administrative Assistant. This role requires a highly organized individual with great communications skills to manage the daily operations of the History office.The duties include fiscal management of State, Research Corporation and Foundation funds, providing administrative support to the department chair, supervising staff and students, course scheduling, and managing payroll responsibilities.
In order to be successful in this role, the ideal candidate will:
Monitor internal procedures regarding fiscal and administrative policies following University, State, and federal guidelines.
Compile statistical data for financial reports.
Advise the Chair on fiscal matters and recommend course of action.
Assist the Chair in assessing, monitoring, spending, and budget control of complex internal and external funding sources within a major department.
Serve in an advisory capacity following policies and procedures concerning personnel, payroll, purchasing, financial matters, and College, University and State guidelines.
Complete appropriate payroll forms for new employees to be submitted to the Business Office.
Advise chair, faculty and staff on university hiring practices, job titles, and payroll procedures and time lines. Oversees all procurement transactions in Mountaineer Market place and MyExpenses.
Prepares and/or assists faculty with preparing travel forms or completing travel reimbursement forms.
Verifies that all necessary documentation is present for filing expenses.
Works with the Business Office to resolve travel paperwork issues.
Arranges travel arrangements for faculty and visitors.
Assist the Chair and Associate Chair in the development of long-range instructional plans for the Department.
Each semester develop academic course schedule. This complex process requires understanding of curriculum to develop the class schedule.
Complete appropriate forms for adding new instructors and advisors to Admissions and Records.
As SLI Coordinator using Star Banner to schedule classes as needed with the appropriate instructor, class enrollment, dates, times, classroom requirements and registration restrictions.
Directly supervise a classified employee and student workers.
Ensure work is proceeding on schedule and that it meets quality/quantity standards. Coordinate and participate in conferences, colloquiums, lecture series, workshops, and committee meetings
Pay Grade: 15
A Bachelor's degree in related field or equivalent knowledge and experience.
One (1) Year of Combined Experience
Administrative office experience
Demonstrated ability to create and manage budgets
Demonstrated knowledge of payroll and budget regulations and policies which govern them
Demonstrated ability to manage an office
Ability to understand external grant administration and proposal development
About WVU 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/.
West Virginia University is an Equal Opportunity/Affirmative Action Employer and 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 individuals, including minorities, females, individuals with disabilities and veterans.
Job Posting: Nov 28, 2018
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 158260
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.