Administrative Associate - Office of Graduate Programs

WVSOM; Lewisburg (WV); On-site; USD 32,000 - 39,000; Full time

Job summary

West Virginia School of Osteopathic Medicine is seeking an Administrative Associate for the Office of Graduate Programs on its Lewisburg campus. This full-time role supports MSBS course directors, manages LMS tasks in Canvas, and coordinates assessments and travel for faculty.

The position emphasizes organization, proofreading, and independent work within a 37.5-hour workweek, with standard hours 8:00–4:30 and occasional early/late scheduling.

Qualifications

• 2 years of secretarial or administrative support experience.
• 2 years of computer software experience (Specifically MS Office).
• Experience working in higher education is favorable, but not required.
• Some post-high school education is favorable, but not required

Responsibilities

• Support the MSBS Course Directors in preparing and deploying courses and related documents via Canvas.
• Collaborate with the Exam Center to build, edit, and deploy assessments for MSBS students.
• Develop and maintain SOPs for LMS and exam software.
• Record pre- and post-assessment grades under supervision of the Associate Dean of Graduate Programs.
• Monitor the LMS and exam software for available materials and timing per MSBS calendar.
• Proctor MSBS assessments.
• Provide required academic accommodations.
• Record attendance at mandatory student events.
• Set up and breakdown student activities.
• Coordinate travel and paperwork for faculty as assigned.
• Plan and complete administrative tasks and maintain office supplies.
• Assist in preparation of correspondence and reports.
• Participate in training and professional development.
• Other duties as assigned.

Skills

Secretarial experience

MS Office proficiency

Higher education experience favored

Post-high school education favored

Education

High School or GED

Tools

MS Office

Job description

West Virginia School of Osteopathic Medicine

Administrative Associate - Office of Graduate Programs

Position Information

Job Category

Job Category Non-Classified

Position Title

Position Title Administrative Associate - Office of Graduate Programs

Working Title

Unit/Division

Unit/Division Academic Affairs

Location

Location WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week

Scheduled Hours Per Week 37.5

FLSA Status

FLSA Status Non-Exempt

Job Summary

Job Description Summary

The Administrative Associate will perform a variety of secretarial and administrative duties in support of the Office of Graduate Programs. Secretarial duties involve working with students, faculty, staff, public, and other constituency groups while following established WVSOM policies, procedures, and methods. The Administrative Associate reports to the Graduate Program Manager.
This position will be a full-time, staff position with full state benefits and is non-exempt from FLSA provisions regarding overtime. Minimum base salary is $35,100.00 ($18/hour) commensurate with education and experience. Most activities of this position occur within the confines of an 8:00-4:30 schedule but may rarely require early morning, evening and weekend scheduling.

This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at WVSOM .

West Virginia School of Osteopathic Medicine is an equal opportunity employer.

Education/Knowledge

Minimum Education High School or GED

Required Licenses/Certification

Skills Required

An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.

• 2 years of secretarial or administrative support experience;
• 2 years of computer software experience (Specifically MS Office);
• Experience working in higher education is favorable, but not required;
• Some post-high school education is favorable, but not required

Duties and Responsibilities

Duties & Responsibilities

• Support the Master of Science in Biomedical Sciences ( MSBS ) Course Directors in preparing and deploying courses, related documents, and setup through WVSOM’s Learning Management System ( LMS ), Canvas.
• Collaborate with the Exam Center to build, grammatically edit, and deploy assessments to students of the MSBS program under supervision and coordination with Course Directors using exam software, currently Examsoft.
• Develop and maintain Standard Operating Procedures (SOPs) related to the Learning Management System ( LMS ) and exam software.
• Doing all pre- and post-assessment record keeping and grade verification for MSBS courses under supervision of the Associate Dean of Graduate Programs.
• Monitor the LMS and exam software to ensure that all educational materials are available and visible to students with appropriate timing and alignment with the MSBS Academic Calendar.
• Serve as a proctor for all MSBS assessments.
• Ensure that academic accommodations are provided as required.
• Record attendance of mandatory student events.
• Support the set up and breakdown of student educational activities.
• Coordinate travel arrangements, complete and manage necessary associated paperwork for faculty members as assigned.
• Plan, initiate, and execute to completion administrative and secretarial work of the office, which may include maintaining office and educational supplies for the office and faculty.
• Assist in the preparation of correspondence, reports, agreements, documents, as directed.
• Participate in training and professional development sessions to enhance job performance.
• Other related duties as assigned.

Knowledge, Skills and Abilities

• Desire to learn new software and technologies with the ability to effectively use these applications.
• Demonstrated experience with Microsoft Office applications, including Excel.
• Excellent proofreading skills and attention to detail.
• Ability to coordinate and prioritize many different tasks, set deadlines and complete projects in a timely manner.
• Must have the ability to communicate clearly and in a professional manner in any capacity.
• Ability to establish and maintain excellent cooperative working relationships.
• Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
• Ability to work with sensitive and confidential material.
• Carry out assignments without detailed instructions and ability to work independently.

Required Experience

Close Date

Open Until Filled Yes

Application Documents

Required Documents

• Resume
• Cover Letter
• List of References

Optional Documents

• Letter of Recommendation 1
• Letter of Recommendation 2
• Transcripts Undergraduate
• Transcripts Graduate
• Transcripts Other

WVSOM
400 Lee Street North
Lewisburg WV 24901