Program Coordinator

Jobtailor; Virginia (MN); On-site; USD 70,000 - 90,000; Full time

Job summary

West Virginia University is seeking a detail‑oriented administrator to oversee the WVU Student Employment Program across all campuses. You will supervise postings in Handshake, guide hiring managers, and ensure compliance with university policies while coordinating with Student Financial Services and the Career Center.

You will develop instructional materials, manage budgets and events, and lead HR processes for student workers, including training, onboarding, and performance evaluation,

Qualifications

• Bachelor's degree in a related field required.

Responsibilities

• Oversee WVU Student Employment Program across all campuses.

Skills

Data management

Budgeting

Training

Supervision

Education

Bachelor's degree in Business Administration or related field

Higher Education Administration / Human Resources

Tools

Handshake

TouchNet

PCard

ListServ

Job description

Responsibilities

• Provide operational, process, and management oversight of the WVU Student Employment Program (Non-Federal Work Study) across all WVU System campuses, including supervision and guidance related to the review, approval, and posting of student employment opportunities in Handshake.
• Develop and maintain relationships with student employee hiring managers while providing training, guidance, and support related to attracting, hiring, retaining, and supervising student employees.
• In coordination with the Director, develop and distribute instructional materials and resources to educate students on searching for and applying for campus employment opportunities through Handshake.
• Circulate, review, and maintain the WVU Student Worker Handbook for student employees and supervisors to ensure compliance with university policies and procedures.
• Promote student awareness and understanding of campus employment opportunities and processes while supporting the University’s student employment initiatives.
• In collaboration with the Director, coordinate and support student employment initiatives and events, including the University’s annual Summer Job Fair and Back-to-School Fair.
• Serve as liaison to Student Financial Services to ensure the accuracy of Federal Work-Study (FWS) eligibility information within Handshake (CSM) and collaborate on procedures supporting the operational needs of the WVU Student Employment Program.
• Maintain confidentiality of sensitive student, employer, and institutional information in accordance with university policies and applicable regulations.
• Direct and oversee the University Career Center’s business and financial operations, serving as liaison to Shared Services and Strategic Planning & Analysis for accounts payable/receivable and budgeting; managing budgets, reconciliations, reporting, travel, revenue tracking, and compliance with University and WVU Foundation policies.
• Manage, monitor, and track revenues and expenditures for all career fairs and events, including fee collection, financial reporting, and event revenue-sharing processes.
• Reconcile TouchNet deposits and PCard expenditures and monitor monthly budget reports to ensure accuracy and alignment with financial records.
• In collaboration with the Director and Program Director, assist in developing the fiscal year budget for the following year, incorporating the Center’s current financial position and projections.
• In coordination with the Director, colleges, and campus career centers, manage the First Destination Survey (FDS) process within Handshake, including administration, data collection, analysis, reporting, and distribution of graduate outcomes data.
• Ensure data integrity by monitoring response rates, validating data accuracy, generating reports, and disseminating strategic outcomes data to campus stakeholders, leadership, and external partners.
• Manage the Career Center’s chatbot (Ocelot), maintaining knowledge of the platform and overseeing the live chat feature, while ensuring the accuracy, consistency, and currency of information provided to users.
• Oversee and maintain career management systems and databases, including Handshake and the Center’s ListServ account.
• Oversee daily office operations, including ensuring office opening and closing procedures are completed in accordance with departmental policies and procedures.
• Coordinate and manage front office operations, communications, inquiries, scheduling, and customer service for students, alumni, employers, faculty, staff, and community stakeholders.
• Collaborate with Career Center leadership to coordinate logistics, planning, administration, and hospitality functions for student-facing and employer-facing programs, career fairs, and special events.
• Oversee career coaching schedules and appointments utilizing the Center’s career management platform and University calendar systems.
• Supervise, hire, train, schedule, and evaluate student workers while overseeing HR-related processes and procedures for hiring, onboarding, and terminating student employees.
• Develop and oversee training procedures for new employees and student workers to ensure effective office and systems operations.
• Serve on University committees and support departmental strategic planning, assessment, operational initiatives, and other duties as assigned.

Requirements

• Bachelor's degree in Business Administration, Higher Education Administration, Human Resources, Public Administration, or a related field.
• A minimum of three (3) years of experience in related experience, such as:
  • Experience managing administrative, business, financial, or operational functions.
  • Experience supervising, training, or coordinating student employees, staff, or volunteers.
  • Experience with budgeting, financial reconciliation, and reporting.
  • Experience using databases, data management systems, and reporting tools.
  • Experience planning and coordinating programs, events, or projects.
  • Experience working in higher education, career services, human resources, or student affairs preferred.