Program Assistant III - WVU Tech (Beckley)

West Virginia University; Evansdale (WV); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Annual leave

Sick days

Retirement match

Wellness program

Job summary

West Virginia University Institute of Technology's School of Business in Beckley is seeking a Program Assistant III to provide high-level administrative support to the Chair, program directors, faculty, and staff. This full-time, 12-month position reports to the School of Business Chair and supports daily operations.

You will handle correspondence, coordinate meetings, manage records and budgets, process travel, and assist with accreditation and program review.

Qualifications

• Requires business/secretarial training 18 months to 3 years beyond high school.
• A minimum of two years of related experience.
• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities will be considered.
• All qualifications must be met by the time of employment.

Responsibilities

• Provide administrative support to the School of Business Chair, Program Directors, faculty, and staff.
• Serve as a primary contact for visitors, calls, and inquiries, guiding students and external constituents.
• Prepare, format, edit, and proofread documents; draft routine communications.
• Coordinate meetings including scheduling, room setup, materials, and minutes.
• Maintain organized electronic and physical records and confidential files.
• Monitor budgets, process purchases, and reconcile transactions in university systems.
• Process routine personnel and payroll actions for faculty and staff.
• Coordinate purchasing, inventory, and maintenance of office supplies and assets.
• Handle travel requests and reimbursements in accordance with policy.
• Assist with school events, recruitment, and advisory activities.
• Support accreditation, program review, and institutional reporting.
• Assist with onboarding, workload tracking, and faculty reviews.

Skills

Office administration

MS Office

Customer service

Record keeping

Education

Secretarial training

Two years experience

Tools

Microsoft 365

Word

Excel

Outlook

Teams

Job description

Program Assistant III - WVU Tech (Beckley) 30496

Description

The School of Business at West Virginia University Institute of Technology is currently accepting applications for a Program Assistant III.

About the Opportunity

West Virginia University Institute of Technology School of Business invites applications for a full-time, 12-month Program Assistant position. The Program Assistant will perform routine to complex administrative duties in support of the School of Business. The Program Assistant will report to the School of Business Chairperson.

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

• 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)
• 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

• Provide administrative and operational support to the School of Business Chair, Program Directors, faculty, and staff.
• Serve as a primary point of contact for the School of Business by assisting visitors, answering and screening telephone calls, responding to routine inquiries, and directing students, employees, and external constituents to appropriate resources.
• Prepare, format, edit, and proofread correspondence, reports, memoranda, forms, spreadsheets, and other School documents; prepare and distribute routine communications as assigned.
• Coordinate meetings for the School Chair, Program Directors, faculty, committees, and advisory groups, including scheduling, room arrangements, communications, preparation of materials, and maintenance of meeting records and minutes.
• Establish and maintain organized electronic and physical records and filing systems, including appropriate confidential personnel, financial, accreditation, and administrative records.
• Maintain and monitor School budgets and financial records; process purchases and expenditures, maintain supporting documentation, and reconcile transactions through University financial systems.
• Process routine personnel and payroll-related administrative actions for faculty, staff, and adjunct employees, including appointments, overloads, supplemental payments, and related documentation.
• Coordinate the purchase, inventory, and maintenance of office supplies, equipment, and other School assets in accordance with University policies and procedures.
• Coordinate and process travel requests and reimbursements for faculty, staff, students, and guests, ensuring required documentation is complete and consistent with University procedures.
• Assist with planning and coordinating School events, including advisory board meetings, recruitment activities, recognition events, and other School-sponsored activities.
• Provide administrative support for program assessment, accreditation, program review, and institutional reporting by collecting, organizing, maintaining, and compiling required records, documentation, and data.
• Provide administrative support for faculty-related processes, including onboarding, workload documentation, evaluation, retention, promotion, and tenure, as assigned.
• Assist with School recruitment, marketing, outreach, and other activities by coordinating communications, materials, records, and administrative logistics.
• Manage multiple assignments and priorities to meet established deadlines; participate in appropriate training and professional development; and perform related duties as assigned.

Pay Grade: 15

Qualifications

• Requires business, secretarial or technical training related to the position to which assigned, obtained through a formal training program of over eighteen (18) months and up to three (3) years beyond high school.
• A minimum of two (2) years of related experience
• Any equivalent combination of experience and training which provides the required knowledge, skills and abilities will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Knowledge of standard office practices, procedures, and professional protocols.
• Knowledge of correct English grammar, spelling, punctuation, and sentence structure.
• Ability to communicate clearly and professionally, both verbally and in writing, with students, faculty, staff, administrators, and external constituents.
• Ability to provide professional customer service and interact effectively with a variety of internal and external constituencies.
• Skill in using computers and Microsoft 365 applications, including Word, Excel, Outlook, and Teams.
• Ability to perform basic arithmetic and financial calculations accurately and to work with budgetary and financial information.
• Ability to organize, analyze, maintain, and retrieve information and records accurately using electronic and physical filing systems.
• Ability to manage multiple assignments, establish priorities, meet deadlines, and maintain attention to detail in a work environment with competing demands.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, financial, student, and administrative information.
• Ability to learn and effectively apply institutional policies, procedures, systems, and specialized terminology related to the assigned work area.
• Ability to operate standard office equipment and learn new technologies, software, and administrative systems as required.
• Ability to work independently, exercise appropriate judgment, and recognize when matters should be referred to a supervisor or other appropriate individual.

Requirements

• Valid Driver’s License

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, geneticinformation, or Veteran status.