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Administrative Coordinator

2 months ago

Morgantown, West Virginia, United States West Virginia University Full time
{"title": "Administrative Associate", "description": "Job Summary

We are seeking an experienced Administrative Associate to provide professional administrative support to the Department of Physiology, Pharmacology and Toxicology at West Virginia University Health Science Center.

Key Responsibilities
  • Serves as Academic coordinator for Department, initiating administrative processes for courses utilizing appropriate software.
  • Serves as Department liaison for course matters, communicating with Department faculty, as well as staff in the Schools of Medicine, Pharmacy, Dentistry, and Nursing, the WVU Bookstore, and Facilities Scheduling.
  • Ensures course scheduling/grad posting deadlines are met, monitors graduate student registration to ensure students are registered for the appropriate number of hours each semester.
  • Manages Department seminar series, working with faculty to establish schedule, serving as liaison with speakers to coordinate travel arrangements, processing travel arrangements and payments, reimbursements, and honoraria, ensuring applicable guidelines are followed.
  • Serves as delegate for faculty, staff, students, and guests for travel arrangements and reimbursements, utilizing MyTravel and Chrome River software (both WVU and WVU Foundation).
  • Submits orders and travel arrangements, and tracks expenditures for Department Student and Professional Development Awards, ensuring budget is adhered to.
  • Manages Department conference rooms, approving/denying scheduling requests utilizing 25Live software, monitoring conference room equipment and ensuring it is in working order, arranging any necessary repairs.
  • Manages Department Chair's calendar, scheduling meetings for Department Chair and associate chairs.
  • Distributes Department parking passes for visitors and requests additional passes as needed, manages football parking request process for Department.
  • Collects Department outgoing and incoming mail, distributing appropriately.
  • Monitors Department shared office equipment, ensuring in working order and arranging for any necessary repairs.
  • Manages Department FedEx account, distributing airbills as appropriate and reconciling expenditures.
  • Serves as core contact for incoming calls on Department main phone line, screening and routing calls to appropriate individuals.
Requirements
  • Associate degree in office administration or related field, or equivalent combination of education and experience.
  • A minimum of two (2) years of progressive administrative experience, preferably in an academic setting.
  • Strong organizational and time management skills.
  • Excellent oral and written communication skills.
  • Strong attention to detail.
  • Ability to work independently as well as in a team environment.
  • Ability to execute complex tasks with minimum supervision.
  • Strong computer skills, with thorough knowledge of Microsoft Office programs.
  • Demonstrated ability to interact professionally with the public, employees, and students.
  • Ability to recognize confidential and sensitive information, and maintain confidentiality.
What We Offer
  • 13 paid holidays (staff holiday calendar)
  • 15 annual leave (vacation) days per year
  • 18 sick days per year
  • WVU offers a range of health insurance and other benefits (this position is a benefits-eligible non-classified staff position)
  • 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks.
  • Wellness program
", "lang_code": "en"}