Program Assistant I - Graduate Education and Life

West Virginia University; Morgantown (WV); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

37.5-hour work week

13 paid holidays

15 annual leave days per year

18 sick days per year

Health insurance

401(a) retirement match

Wellness programs

Job summary

West Virginia University is seeking a Program Assistant I in Morgantown to support graduate and undergraduate education. The role involves coordinating fellowship applications, tracking eligibility, and managing office tasks with a focus on data and systems used in admissions and programs.

The position emphasizes work-life balance and benefits, including a 37.5-hour week, holidays, leave, health insurance, and retirement options. WVU promotes an inclusive work environment.

Qualifications

• Associate's degree in a related field is required.
• Minimum six months of related experience.
• Experience with WVU information systems preferred (Common App, Qualtrics, Star Banner, Argos).
• Equivalent combination of education and experience will be considered.

Responsibilities

• Support fellowship applications and award processes.
• Train on Grad App, Qualtrics, and related systems.
• Create and monitor application trackers and reviewer assignments.
• Handle front-line duties, inquiries, and filing/records.

Skills

Excellent communication

Strong organizational skills

Basic data analysis

Education

Associate's Degree

Tools

MS Word

Excel

Outlook

Mail merge

Common App

Qualtrics

Star Banner

Argos

Job description

The Office of Graduate Education and Life at West Virginia University is currently accepting applications for a Program Assistant I.

About the Opportunity

This position is responsible for independently performing a wide range of duties in support of graduate and undergraduate education at West Virginia University.

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

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Fellowship Applications and Award Processes
  • Support the office in the Graduate Fellowship and Scholarship application processes, which includes
  • Train on Grad App, Qualtrics, and other systems used in facilitating application processes
  • Create an application tracker and monitor nominee eligibility criteria (admission decision, field of study, citizenship, contact info etc.)
  • Create and organize individual nomination packages (using Grad App and Qualtrics)

  • Update reviewer tool, design review groups, distribute students to reviewers appropriately

  • Update terms and conditions, letters and fellowship acceptance form
  • Monitor acceptance forms
  • Send regrets emails
  • Filing/records
• Front Line and Administrative Duties
  • Handle office administration and front-line duties which includes
  • Answer Grad Ed and Hazel Ruby McQuain scholarship vanity email accounts and telephone calls
  • Greet and assist walk-in visitors to the office
  • Research inquiries (e.g., graduate tuition waiver policies) via university information systems
  • Support data management
  • Maintain office contacts, including program directors, tuition waiver submitters and approvers, and graduate faculty membership
  • Support periodic events, including participant registration, room reservations, Zoom links, catering requests, and set up and tear down for in-person events
• Additional duties as assigned in support of graduate and undergraduate academic programs

Pay Grade: 12

Qualifications

• Associate's Degree in related field
• A minimum of six (6) months of related experience.
• Experience with WVU information systems such as Common App, Qualtrics, Star Banner, Argos, and others preferred.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Excellent written and spoken communication.
• Ability to use (or quickly learn to use) computer applications such as MS Word, Excel, Outlook, mail merge, Common App, Qualtrics, Star Banner, Argos, and others.
• Strong organizational skills.
• Basic data analysis skills.

About WVU

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.