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Program Assistant II - Department of Sociology & Anthropology (Hybrid)

Employer
West Virginia University
Location
Morgantown, West Virginia
Closing date
Aug 20, 2022

View more

Position Type
Other
Hours
Full Time
Organization Type
Academic
West Virginia University Department of Sociology & Anthropology is currently accepting applications for a Program Assistant II.

About the Opportunity

As a Program Assistant II, you will provide administrative assistance to the department chair, faculty and administrative assistant, and supports the academic efforts of the Department of Sociology and Anthropology (Department) in the Eberly College of Arts and Sciences (ECAS).

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

PAY GRADE - 13

What you'll do:

Provides administrative support to the Department chair, faculty and staff within the department's main office:

* Assist faculty with administrative and academic needs including, but not limited to exam preparation, photocopying, correspondence, reports, information searches, proofreading, etc., and review work for correctness and quality, and assure timeliness
* Help train work study and oversee work study assignments including, but not limited to, exam preparation, course-related tasks, photocopying, etc., and assure timeliness, correctness and quality of work
* Provide administrative assistance to department chair, including, but not limited to, correspondence; reports; information searches and information management; scheduling faculty, visiting committee and other meetings; assisting with organizing and preparing information for meetings; calendar management; communication; special projects; and additional tasks as needed;
* Greet and assist students, faculty, and vendors, etc. in the main office and answer telephone calls, providing appropriate answers and information in accordance with WVU policies and procedures and/or directing calls to the proper personnel and/or taking messages for proper personnel, when necessary
* Check department e-mail multiple times daily and execute e-mail requests or direct same to proper personnel, and check department voicemail daily, as needed, and respond to or forward messages appropriately
* Manage incoming and outgoing mail including deliveries and express mail, oversee distribution of mail and oversee delivery of any mail requiring hand delivery to offices in other buildings through work study students or delivering mail when students are not available
* Use WVU 25Live software to reserve appropriate spaces for meetings, student presentations, etc., as requested
* Maintain inventory of department supplies and order needed supplies through Mountaineer Marketplace primarily and receive items through MMP to assure payment in compliance with WVU policies and procedures
* Purchase items not available through MMP with department procurement card, process receipts through WVU MyExpense procurement reconciliation program, and work with administrative assistant and SSC to answer questions, make corrections, etc. related to procurement; assist faculty who have procurement cards with preparation of MyExpense reconciliation reports
* Assist faculty and administrative assistant with purchases through Mountaineer Marketplace (MMP) or with department procurement card transactions and follow WVU and ECAS policies and procedures to assure compliance; communicate with vendors to solve problems or report problems to administrative assistant or Shared Services Center (SSC);
* Assist faculty and students with travel arrangements upon request through WVU MyTravel, i.e., making hotel and flight reservations, etc. and process those receipts through MyExpenses, as needed; assist faculty and students with travel reimbursement requests, including assistance with internal travel awards
* Maintain and update faculty and staff contact information and update faculty information sheet with office hours, courses and GTA assignments each semester
* Maintain course syllabi database in Dropbox, updating each semester;
* Assist faculty with obtaining instructor copies for courses or course development through direct contact with publishers, as requested; assist faculty with book orders, if needed (most faculty handle book orders themselves)
* Attend departmental faculty meetings, as requested by department chair

Provides academic and administrative support to Department Director of Graduate Studies (DGS) through completion of the following tasks:

* Assists with assembling application information; review files for completeness and request additional information, as needed
* Prepares decision forms for the Office of Admissions and ECAS graduate studies office
* Prepares assistantship contract letters and departmental letters notifying applicants of application decisions
* Serves as department representative to the ECAS graduate studies office and WVU Office of Admissions
* Helps organize the new student orientation session prior to each fall semester
* updates student handbook and other information needed for orientation, as requested
* Assists with tracking registration, GPA, and student progress, including provisional students through multiple advising systems, as needed
* Process tuition waivers (for assistantships and merit)
* Provides information to students and faculty regarding deadlines and expectations for completion of prospectus, graduation applications, request for shuttle sheet, shuttle sheets, thesis and EDT
* Assists with collection and submission of all necessary forms to ECAS graduate studies office, ensuring adherence to strict college and university deadlines
* Assists with processing students for graduation by reviewing academic performance, verifying eligibility for graduation and assuring thesis and EDT completion by required submission dates
* Enters notes and exceptions, force completion, substitutions and certification for graduation into the electronic academic student filing system (DegreeWorks), upon request
* Provides graduate students with priority registration information and program changes through e-mail, department web page and social media.
* Organize and assist with graduate program recruitment activities through mailings, e-mail and occasional attendance. Note: some activities may require minimal travel or work hours beyond the standard 37.5 hour week
* Provide information to potential students by responding to inquiries, answering questions by phone, email and in person, or mailing information, as requested.
* Answer inquiries regarding graduate program policies and procedures, including, requirements, course registration, graduation and other information in accordance with university, college and department policies.

Provide administrative support to Department chair, faculty and staff for events and promotional activities sponsored by the Department as follows:

* Update department web page and serve as liaison to ECAS web developer to assure compliance with university expectations
* Work with faculty, staff and students on coordination of department social media by assisting with preparation of short write-ups about new courses, faculty and student accomplishments, and other department-related news for Department social media outlets, website, through e-mail and hardcopy, as needed and provide information to Eberly College media personnel or other appropriate units
* Assist with planning and coordination of department-sponsored events, including, but not limited to Department committee meetings, visiting committee meetings, guest lectures, student presentations, workshops, graduation activities, alumni events, etc., as directed; work directly with department chair, associate chair and appropriate faculty/committees and staff to make plans for and develop budgets for departmental events; note: some events may require minimal travel or work hours beyond the standard 37.5 hour week
* Prepare advertising or post advertising prepared by others via website, social media, posting hard copy or e-mail; send out invitations through e-mail or hard copy, create online poll for RSVPs and/or create database to manage RSVPs; make room or venue reservations (through use of 25Live scheduling program, direct contact with other WVU units such as Mountainlair Reservations or Alumni Center or contacting outside vendors); schedule catering, and arrange technology, as needed, and process payments
* Arrange guest travel for events, as needed, including airfare, other transportation, hotel reservations, etc., and assist administrative assistant with processing service agreements (including vendor invoices and vendor registration requests), as needed for guest speakers; process procurement-related receipts through MyExpenses program

Other responsibilities

* Provide administrative support for faculty search committees by posting approved job ads through publications such as the American Sociological Association and American Anthropological Association jobs bulletins; reserve rooms for committee meetings through WVU 25Live system; schedule on-campus interview activities for top candidates, send correspondence to applicants via WVUHire, including appointments with the ECAS Dean's office, individual meetings with committee members and chair; make arrangements for dining, as needed; make travel arrangements and prepare candidate itineraries; process invoices and receipts through Mountaineer Marketplace or MyExpenses, as appropriate
* Serves as point of contact for computer-related issues by assessing problems and reporting same to Eberly College IT staff;
* Provide back-up support to the administrative assistant;
* Other duties as assigned
* Associate's Degree required. Bachelor's degree preferred
* A minimum of two (2) years of experience involving:
* Administrative Office Experience
* Desktop computer support, event planning, and website editing (preferred)

* Demonstrated knowledge of correct English grammar, spelling, punctuation, and sentence structure
* Demonstrated excellent writing skills
* Demonstrated knowledge of general office procedures and practices, including Microsoft Office programs
* Demonstrated knowledge of or ability to learn web development software and maintain websites
* Demonstrated knowledge of or ability to learn creative software, such as InDesign
* Demonstrated knowledge of or ability to learn WVU policies, procedures, and programs
* Demonstrated excellent communication skills both in person and in writing
* Demonstrated knowledge of or ability to learn minor desktop computer assessment
* Use personal computer and other standard office equipment
* Ability to multitask, work independently, and prioritize work according to department needs and requirements in a clear, concise, and timely manner
* Ability to set-up and organize filing systems and databases and maintain accurate records
* Ability to meet department operational office hours with minimal travel and weekend/evening hours
* Ability to maintain confidentiality

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