| Administrative Associate (Dean's Office) - Davis College of Agriculture, Natural Resources and Design 16005 Description The Davis College of Agriculture, Natural Resources and Design at West Virginia University is seeking applications for an Administrative Associate position. This position will provide support to the Dean and Director and Assistant and Associate Deans within the West Virginia University Davis College of Agriculture, Natural Resources and Design (DCANRD) and the WV Agricultural and Forestry Experiment Station (WVAFES). This position will also provide assistance with purchasing, procurement and IT responsibilities for the DCANRD farms and administrative unit. In order to be successful in this position, the ideal candidate will: - Prioritize activity and workflow of the office to include the frequent handing of confidential and sensitive information. Interact with key administrators, faculty, staff and/or external contacts.
- Manage and prioritize the calendar for the dean of DCANRD and others, as assigned.
- File and retrieve documents, records and reports.
- Serve as the Departmental Fleet Card Coordinator for DCANRD - edits gasoline purchase transactions for the correct funding and matches receipts to charges.
- Process utility payments for the DCANRD farms in Mountaineer Marketplace, identifies the funding source, and maintains appropriate records and files. Incumbent will provide additional information to the Director of DCANRD farms as requested.
- Process payments and expense accounts through the WVU system and the WVU Foundation. Incumbent will have contact with personnel in the WVU payment offices and WVU Foundation personnel.
- Provide support to DCANRD Information Technology (IT) personnel by assisting faculty, students and staff with adapting to new processes, logging into programs, and utilizing the technology in the College's media friendly conference rooms.
- Provide support to individuals for simple IT issues and directions on requesting advanced services.
- At the direction the Davis College IT Manager, create individual IT user reports (from central IT) to notify users of pending issues to be addressed.
- Assist with Foundation thank you documents, basic reports, etc. at the request of the Development Officer.
- Provide assistance as needed when the Dean or supervisor is elected to organizations or foundations - could include attendance at meetings or events, temporarily handling travel needs, arranging meetings, etc.
- Provide primary back-up assistance in the mail room in the absence of the Postal Worker. Duties could include sorting mail, receiving and distributing packages and freight, preparing outgoing mail for pick-up, etc.
Pay Grade: 14, WVU provides competitive wages for its employees, and takes experience and related education into consideration when determining appropriate salary WVU offers a comprehensive benefits package, 12 paid holidays and generous paid time off, as well as many other discounts and services. Learn more about available benefits at https://talentandculture.wvu.edu/benefits-and-compensation . Qualifications - Associate degree in office administration, business administration or a related field. Equivalent combination of education and experience may be substituted for a degree.
- At least two (2) years of experience in the following:
- Previous experience as an administrative/executive assistant preferred.
- Financial reporting and budgeting.
- Experience in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
- Experience in working with the public and providing customer support.
Requirements - Valid driver's license. Travel may be required to meetings, conferences, professional development sessions, etc. Travel will be required in order to maintain DCANRD state vehicles.
- Active Listening -- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Making notes of conversations/meetings for future reference.
- Communicating effectively orally and in writing, writing coherently and concisely, and using appropriate grammar and spelling.
- Service Orientation -- Actively looking for ways to help people - in a professional, pleasant way.
- Physical demands include:
- Typical office environment. Writing, sorting, reviewing materials and use of office equipment with speed and dexterity daily.
- Mail room assignments may require lifting packages, etc.; up to 40 pounds occasionally.
About WVU At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at http://talentandculture.wvu.edu/ . West Virginia University is proud to be an Equal Opportunity employer, and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status. Job Posting: Dec 16, 2020 Posting Classification: Classified Exemption Status: Non-Exempt Benefits Eligible: Yes Schedule: Full-time |
