Administrative Associate

Stubblefield Institute; Shepherdstown (WV); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

13 paid holidays

15 days annual leave

18 sick days per year

Health insurance

401(a) retirement savings with match

Tuition waivers for employees and deps

Job summary

Shepherd University is seeking an administrative support specialist to assist the College Dean and senior managers. The role emphasizes confidentiality, attention to detail, and efficient handling of requests, scheduling, and communications.

A minimum of two years' relevant experience is expected, with strong skills in Outlook/Teams and budget maintenance. Responsibilities include coordinating meetings, processing documents, and supporting HR processes for student employees.

Qualifications

• Basic knowledge gained through up to 18 months of education or training beyond high school.
• Over two years of relevant experience.
• Experience with printers, scanners, and computers.
• Excellent oral and written communication skills.
• Strong organizational and decision making abilities.
• Equivalent combination of experience and training may be considered.

Responsibilities

• Manage administrative requests and queries from supervisor and senior managers.
• Organize and schedule meetings using Outlook and Teams.
• Answer and direct telephone calls.
• Distribute emails, memos, forms, and other written correspondence.
• Assist with typing, proofreading, and distribution of reports and documents.
• Develop and maintain standard office operating procedures and policies.
• Maintain and reconcile budgets and related transactions; manage grant and Pcard activity.
• Provide general support to visitors including students, parents, faculty and staff.
• Attend college meetings and take minutes as requested.
• Maintain departmental databases and web pages as assigned by supervisor.

Skills

Experience

Printers & scanners

Communication skills

Organizational skills

Confidentiality

Education

Business/technical training

Tools

Outlook

Teams

Job description

Provide administrative support to the College Dean and others as designated. Duties should be managed with attention to detail and confidentiality.

Minimum Qualifications

Job requires basic knowledge in a specific area typically obtained through a business, technical or vocational school as might normally be acquired through up to 18 months of education or training beyond high school.

• Over two years of relevant experience.
• Necessary skills include.
• Work experience with printers, scanners, and computers.
• Excellent oral and written communication skills.
• Strong organizational and decision making abilities.
• Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered.

Preferred Qualifications

Posting Date

Posting Date 08/13/2026

Close Date

Special Instructions Summary

Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including:

• 13 paid holidays
• 15 days annual leave (vacation) per year
• 18 sick days per year and the flexibility to use that time to care for immediate family members
• Wide range of health insurance and other benefits
• 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks
• Tuition waivers for employees and their dependents

Job Duties

Description of Job Duties

General

• Manage administrative requests and queries by supervisor and senior managers (chairs/directors).
• Organize and schedule meetings and appointments using software (Outlook, Teams)
• Answer and direct telephone calls.
• Distribute emails, memos, forms, and other written correspondence.
• Assist with typing, organizing, proofreading, and distribution of reports, handbooks, accreditation documents.
• Develop, maintain, and update standard office operating systems and associated policies.
• Maintain and reconcile college/school/department budgets which includes ordering supplies. Manage grant related budgets. Maintain and reconcile Pcard transactions as required.
• Provide general support to visitors (students, parents, University faculty/staff, community, vendors)
• Maintain an updated and accurate location of courses and other meetings in academic spaces using scheduling software ( EMS ).
• Attend college/school/department meetings and take minutes as requested.
• Maintain college/school/department databases as assigned by supervisor.
• Maintain college/school/department web pages as assigned by supervisor.
• Submit IT, Facilities, and University Communication work orders as necessary.
• Manage PeopleAdmin actions.
• Maintain and reconcile Foundation funds with accuracy and adherence to institutional policies and procedures. Provide support for alum/donor engagement and reunion coordination.
• Other duties as assigned.

Specific

• Coordinate and supervise undergraduate and graduate student employees. Develop schedules and manage all HR processes associated with student employees. Develop and maintain standard operating procedures for these students employees.
• Coordinate college and department events and associated logistics and hospitality.
• Provide administrative support to college dean and faculty with student internships, externships, and co-op programs. Manage student schedules.
• Provide support for Applied Business Lab and associated programming
• Back up Building Manager – White

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?

  (Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
• List of Professional References

Optional Documents

VISIT 301 N KING ST, SHEPHERDSTOWN, WV 25443

MAIL P.O. BOX 5000, SHEPHERDSTOWN, WV 25443