Program Assistant

Description

The Center for Excellence in Disabilities at West Virginia University Research Corporation is currently accepting applications for a MODIFY Program Assistant. Position will be located in Charleston, WV.

About the Opportunity

The purpose of this position is to perform clerical and administrative functions following established policies, procedures, and methods in support of the Principal Investigator, Manager, and staff of the MODIFY Program.

This position provides program, as well as direct client support services. Responds to inquiries and independently resolves matters of low to moderate complexity. Responsibilities require some judgment, resourcefulness, and originality, but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort has considerable impact on client services, program and project image, with potential legal liabilities.

At WVU Research Corporation, we strongly believe in work-life balance and keeping time for things we love outside our work. WVU Research Corporation offers a comprehensive benefits package with a variety of options to suit your needs:
* 13 paid holidays (staff holiday calendar)
* Paid Time off (PTO)
* 403(b) retirement savings with a fully vested 3% employee contribution match, (Employees have the option of contributing an additional 1-3% of their earnings to the plan, which is also matched by the WVURC)
* A range of health insurance and other benefits
* Dependent Education Scholarship
* WVU Perks

What You‘ll Do

Clerical Duties:

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• Performs general reception duties, answers telephone, receives and greets visitors to office area, determines nature of the visit and directs visitors/communications to the appropriate staff member.
  
• Composes correspondence, letters, proposals, charts, graphs, manuscripts, complex forms and memorandum. Also types travel, procedures, consultant agreements and contract agreements. Creates tables, charts, and graphs.
  
• Provides meeting support and facilitation including agenda and minute development.
  
• Proofreads typed materials.
  
• Maintains paper and electronic filing - reports, correspondence and various forms.
  
• Coordinates and prepares written and electronic materials for mass mailing; maintains mailing lists and email listservs.
  
• Assists in the procurement of program equipment and supplies, research companies for best price, completes purchasing paperwork.
  
• Receives and submits invoices, bills of sale, receipts, and other accounting documents to a central accounting department.
  

Group Coordination:

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• Schedules appointments, complex committee meetings, staff meetings, manages supervisor‘s calendar as needed, coordinates all arrangements relating to location, time, and date; creates and disseminates the agenda to participants.
  
• Organizes on-line and in person program-wide regional and statewide seminars, workshops, and training sessions; confirms/verifies receipt of information; requests for information from those enrolled.
  
• Prepares various training and meeting materials for small and large groups of individuals. Coordinates the collection of materials for meetings and conferences.
  
• Prepares and submits required documentation to offer continuing education units for trainings, summarizes training evaluations.
  
• Coordinates group travel arrangements and reservations, utilizing both State and WVU Research Corporation regulations/forms to ensure compliance to internal CED travel policies, as well as, all State, WVU and Federal travel policies and procedures.
  
• Coordinates program-specific orientation for new hires in collaboration with the Supervisor.
  

Program Operations/Services:

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• Documents and provides response to all program referrals and/or application requests made via phone, email, or website. Mails appropriate packets and specific information based on the customer needs/requests.
  
• Disseminates information to clients, as appropriate, on program information, processes, or tools.
  
• Provides feedback in the development and implementation of program policies and procedures.
  
• Creates alternative formats for publications and other disseminated information to ensure information is accessible to all staff, partners, and consumers.
  
• Maintains and organizes inventory of program supplies and/or equipment.
  
• Coordinates data within program-specific databases. Receives and enters data, develops reports, audits for quality control.
  
• Coordinates general recruitment of youth aged 17 and older in foster care by sending information packets to youth, facilities, DHHR workers, and others to ensure that the program is reaching the target population.
  
• Processes payments to clients needing additional state funding and support to maintain independence (unmet needs). Coordinates client payments or reimbursements with the Bureau for Children and Families. Audits payment system and conducts follow-up on payment statuses. Provides documentation and reports to supervisor and funding agency related to findings.
  

Other duties:

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• Assists Supervisor with the packaging of grant submissions.
  
• Assists supervisor, faculty and staff with special projects as instructed
  
  Position will be located in Charleston, WV.
  
  

Qualifications

Qualifications:

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• Associate‘s degree, or equivalent, from 2-year college, or technical school.
  
• A minimum of three (3) years related experience and/or training; Or an equivalent combination of education and experience.
  

Knowledge, Skills, Abilities:

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• Demonstrated proficient computer skills and in grant proposal editing and packaging. Must be able to take and transcribe minutes using dictation equipment or shorthand.
  
• Thorough/demonstrated knowledge of correct English, grammar, spelling, punctuation, sentence structure and mathematical calculations, as well as, the proficient use of primarily PC computer platform and related software programs, including databases and spreadsheets.
  
• Strong oral and writing skills with emphasized attention to detail and accuracy.
  
• Thorough knowledge of office methods, procedures, practices and protocol.
  Thorough/demonstrated ability to apply judgment, discretion and initiative in performing complex secretarial work in a variety of subjects/programs/projects.
  
• Ability to work efficiently and effectively with a minimum of supervision.
  
• Demonstrated ability to establish filing procedures and file all correspondence and information in alpha, numerical, subject matter or chronological order quickly and accurately.
  
• Demonstrated ability to independently initiate, draft and prepare clear and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources.
  
• Ability to rapidly learn all academic, administrative and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.
  
• Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
  
• Maintains skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.
  
• Ability to read and comprehend simple instructions, short correspondence, and memos.
  
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
  
  

About Research Corporation

The WVURC was created as a not-for-profit corporation in 1985 to support research (R1) at West Virginia University. We provide evaluation, development, patenting, management, and marketing services for inventions of the faculty, staff and students of the University.

The WVURC receives and administers funds awarded by external agencies for research and other activities and is responsible for helping protect intellectual property through patents, copyrights and licensing agreements for start-up companies based on University research.

West Virginia University Research Corporation is proud to be an Equal Opportunity employer. We value diversity among its employees and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.

Position will be located in Charleston, WV.

Job Posting: Nov 21, 2024Posting Classification: Research CorporationExemption Status: Non-ExemptBenefits Eligible: YesSchedule: Full-time

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