The School of Art and Design at West Virginia University is seeking applications for an Administrative Associate. This essential position responsible for the management of day-to-day operations for the School of Art & Design. The incumbent will provide direct support for the school Director and the Associate Director/Art Advisor. This position will also serve as the Coordinator of all class Schedules for the School.
In order to be successful in this position, the ideal candidate will:
Support and provide complex administrative support to the day-to-day operations of the school and direct support for both the Director and Associate Director/Art Advisor in the School of Art and Design.
Coordinate course schedules. Electronically submits the course schedules for the School of Art and Design. Information provided by the Director/Associate Director and area coordinators in the art department. Resolve scheduling conflicts, confirm room assignments for courses and complete forms for course additions, deletions and Instructor changes through the Banner system.
Support the Art advisor on class schedules for students. Position is responsible to lift students advising holds in the STAR Banner system to permit students to register for class
Compose and prepares appointment letters for all hired adjuncts, including summer contracts.
Submit course and instructor information forms to the Office of Admissions and Records on new instructors.
Submit invoices for payment in Mountaineer Market Place and PCard charges through MyExpenses.
Compose a written report and compiles necessary documentation for the annual Myers report for presentation in Florida each year.
Function with the Director and faculty search committees to assist with candidate arrangements for campus interviews when hiring new faculty. Prepare and assemble mailings to national association members.
Coordinate with Director in organizing and planning special events relating to recruitment, visiting artist, conferences, other business meetings on campus, off campus and nationwide. Arrange for accommodations, transportation and meeting facilities.
Receive and screen visitors and telephone calls to Director. Receive, open, review, and prioritize incoming correspondence, reports, instructions, etc. addressed to Director. Identify communications for position or Directors signature on subjects for which division policy has been established. Sign correspondence, memorandums, forms etc. for Director and/or Associate Director in their absences.
Provide guidance to faculty, staff, and students on policies and procedures concerning academic advising; University, College and School curriculum requirements; and policies and procedures.
Approve and submit all key request for instructors and students.
Type confidential letters and reports regarding departmental faculty and student issues. Prepares documents from rough draft to final form using correct English, grammar, spelling and punctuation using word processing software.
Interact with personnel at all levels regarding matters related to the operation of the department. This position must deal with a constant flow of people involving inquiries/problems in and out of the main departmental office.
Analyze and prioritize complex assignments.
Directly supervision of an administrative secretary. Involves issuing assignments, deadlines, and ensure that all work is completed on time and meets department standards.
Monitor inventory and orders supplies to maintain necessary operations of the art department.
Reserve buses for student field trips
Administer parking permits for guests and submit forms online.
Provide information to visitors and callers concerning courses and policies of the department; refer visitors and callers to the appropriate faculty.
Communicate with the Expert Business Office and other departments, internal and external groups, and other individuals in the coordination of departmental activities.
Pay Grade: 14
Associate degree or minimum of 2 years of work-related experience (business, technical, or vocational school education of up to 18 months beyond high school or equivalent, related experience).
Three (3) years of experience in office management and computer skills.
Ability to rapidly acquire a working knowledge of the college and School mission/goals/policies/procedures and to interpret and implement these policies in work situations procedures, practices, and protocol.
Ability to maintain proper unit attendance and punctuality standards.
Ability to work independently, exercising sound judgment to complete tasks without close supervision.
Ability to type with speed and accuracy.
Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Knowledge of various software programs: Microsoft Office, Excel, Star Banner system, 25 Live Mountaineer Market Place and Chrome River's MyExpenses systems.
Office Management and multi-task skills.
Demonstrated ability to interact with the public in a professional and personable manner.
Demonstrated ability to prioritize tasks, determine relative importance of each set deadlines, and complete projects in timely manner.
Demonstrated ability to communicate clearly and concisely, both orally and in writing complex information and explain policies and procedure to others.
Ability to interview, train and manage staff and student employees.
Demonstrated ability to operate standard office equipment and troubleshoot operational problems and procedures for personal computers, copy machine, fax machine, etc.
Ability to file alphabetically, numerically, and by subject matter.
Ability to maintain office or departmental information confidentially.
Stress and anxiety management skills.
Valid Driver's License - to run job related errands and attend meetings.
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 https://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
Internal Number: 218083
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.