(On-site) Administrative Assistant - Washington Center for Civics, Culture, and Statesmanship

The Washington Center for Civics, Culture and Statesmanship at West Virginia University is currently accepting applications for an Administrative Assistant.

About the Opportunity

This position provides complex independent administrative and mission support for the Washington Center Director. Administrative tasks assigned support the achievement of the unit’s goals and objectives.

Assignments are carried out using self-initiative without detailed instructions. The Administrative Assistant provides support to increase the capacity of the director to carry out responsibilities.

Paygrade: 15

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

• Develops work flows and processes and ensures that daily operations of the office go smoothly.
• Interviews, selects, trains, and evaluates, as necessary, assigned staff.
• Provides effective coordination with various groups throughout the work unit to gather information, provide guidance and communications from the administrator and monitor or coordinate various meetings and activities.
• Deals with administrative problems and inquiries and manages administrator’s schedule/calendar, coordinating communications and activities within the office.
• May serve on committees and task forces as requested.
• Manages and coordinates special projects for the administrator.
• May supervise maintenance of web pages relating to administrator’s office or for events sponsored by office.
• May assist in financial management by proposing and preparing assigned annual budgets and managing and monitoring expenditures and make recommendations. Reviews monthly reports from system and reports status of accounts to the administrator on a regular basis.
• Coordinates all travel arrangements for the administrator.
• Develops letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final form. Proofreads material and corrects errors in sentence structure, grammar, spelling, and punctuation.
• Reviews/edits materials created for others.
• Ensures data entry of all appropriate information into system(s). May pull reports or establish a schedule of reports to be queried and communicated.
• Establishes new filing systems when needed.
• Makes travel arrangements for staff and administrators in assigned area. Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
• May handle time and leave reporting and personnel actions for area of assignment.
• Completes reports as required.
• May plan and/or coordinate events such as workshops, seminars and conferences.
• Orders and inventories supplies and assets.
• Disseminates materials to clients and customers as requested. Prepares bulk mailings. Collects and deposits outgoing mail in an appropriate location.
• Collects and distributes incoming mail to staff within the office area. Disseminates and receives information by electronic mail.
• Receives and greets visitors to office area, determines nature of visit, and directs visitor to the appropriate staff member. Answers telephone, screens calls, and communicates messages to staff members.
• Participates in training and professional development sessions to enhance job performance.
• Performs related duties as assigned or as directed.

• Requires a bachelor’s degree in office administration or a field directly related to the area of assignment.
• A minimum of one (1) year of directly related work experience in support of an administrator or work unit.
• 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

• Proven skill in interacting with the public.
• Good financial transaction processing skills.
• 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 maintain confidentiality.
• Ability to work independently.
• Thorough knowledge of office methods, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Good knowledge of, or the ability to rapidly learn, the policies, procedures and regulations governing budget issues, with the ability to interpret and apply these policies to unique situations.
• Knowledge of principles and practices of fiscal record keeping.
• Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with customers either in person or over the telephone.
• Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
• Demonstrated ability to apply solid judgment, discretion and initiative in performing a variety of complex administrative tasks.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Proven ability to type with speed and accuracy.
• Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management and web design.
• Ability to reason logically and analyze and solve problems.
• Ability to rapidly learn the operations of the University and work environment.
• Ability to maintain confidentiality of sensitive information.
• Demonstrated ability to work independently.
• Proven supervisory skills.

Physical Demands & Physical Coordination

• Work is typically performed in a normal office environment; some duties may require lifting and carrying boxes of materials/supplies, traveling to different locations/sites, climbing stairs and near-constant use of computer.

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.