Dean's Office Administrative Assistant - College of B&E
Posted: September 23, 2022
Application Deadline: Open Until Filled
The Dean's Office for the College of Business and Economics is seeking applications for an Administrative Assistant.
This position is responsible for the efficient operation of the Dean’s Office and provides daily and special project research and executive-level administrative support to the Associate Deans of the John Chambers College of Business & Economics. This position provides complex staff support to the administration, faculty, and staff through varied administrative tasks involving substantial discretion and independent judgement.
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.
Pay Grade: 15
What you'll do:
Executive Administrative Support
Provides executive support to the Dean’s Office and Associate Deans and manages the day-to-day operations of the office, including but not limited to:
Serves as the initial point of contact for anyone visiting the College and provides exemplary customer service to all guests.
Receives and responds to first line communication inquiries from federal, state, and local government agencies, members of the local community, University & College administration, faculty, staff, parents and students. Responds to requests for complex, detailed, and sometimes confidential information.
Serves as administrative support to the Dean and Associate Deans with primary focus on Associate Deans including, but not limited to:
Coordinates schedules, arranges meetings and ensures timeliness for the Associate Deans;
Manages wide variety of correspondence and communication which is sometimes confidential;
Provides editorial support for a variety of projects.
Makes travel arrangements for Associate Deans:
Prepare and submit authorization to travel;
Make transportation arrangements, hotel reservations and registrations for conferences;
Prepare and submit resulting financial reports.
Coordinates purchases for Dean’s office expenditures including gifts, supplies, hospitality and services and insures timely payment.
Manages schedules and prioritizes the daily activity and workflow of student workers in the Office of the Dean.
Serve as backup to Dean’s Executive Assistant.
Other duties as assigned.
College Administrative Support
Maintains all internal lists, as needed, including faculty/staff lists and College web directory. Coordinates with IT maintenance of College email distribution lists.
Acts as the College onboarding coordinator for all new employees per established procedures under direction of the Dean’s Executive Assistant. This includes but is not limited to communication with the new employee, Business Office, Hiring Supervisor, Information Technology, preparation of workspace, and greeting new employee on arrival.
Serves as College immigration liaison to collaborate with College leadership and WVU Global Affairs Office to manage immigration submissions and requests. Provides guidance to ensure that current or new alien employees at the College obtain the proper employment authorization in a timely manner. Also works with OISS on continued immigration issues for on-going employees.
Coordinates and schedules College Committee meetings and files reports as required.
Monitors and refers to the Dean reappointment letters for Teaching (Term) Faculty, Endowed Faculty positions, and others as directed.
Maintains files for MOUs and Legal Agreements.
Communicates information and deadlines for Outside Consulting Agreements. Collects and files agreements.
Coordinate College package receipt from delivery companies and delivery to individual departments.
Arranges visitor parking through WVU Parking. Permits must be ordered and kept in stock. Due to the limited amount of spaces, tact is necessary in allocating available spaces.
Monitors B&E website and refers corrections and additions to Communications and Marketing
Manage special projects that may entail data collection, research, and report writing and compilation.
Academic Affairs Administrative Support
In support of the Associate Dean for Academic Affairs, assists in coordinating the P&T process for the College based on University policy and procedures. These responsibilities include but are not limited to:
Prepares and communicates relevant information to the department Chairs and committees (documentation required by Promotion and Tenure Policy and Procedures). Sets deadlines for Chairs and committees to adhere to Provost’s deadlines.
Collect and file external review letters for promotion candidates in Digital Measures.
Serves on College P&T Committee as administrative support. Proofreads all documents prior to collecting signatures. Monitors Committee progress.
Prepares and sends Intents to Renew notices to tenure-track faculty according to Provost’s schedule
Assists Dean with preparation of evaluation letters.
Sends all College level documents to faculty according to schedule and uploads the same to Digital Measures
Interprets instructions and issues arising, and then implements actions according to College and University policies and procedures.
Identifies confidential issues, advises the Associate Deans and Dean, and assists with correspondence to the Provost resulting from the process.
Ensures all Digital Measures faculty files are complete before referral to the Provost for review.
Collects, reviews for accuracy, collects signatures, and refers to the Provost, applications for faculty salary enhancement, emeritus status, sabbatical and professional development leaves according to WVU policy.
Bachelor’s degree or an equivalent combination of education and work experience.
1 year of executive level administrative support with experience in customer service, event and travel planning, and computer applications.
Knowledge, Skills, and Abilities
Demonstrated ability to perform multiple tasks simultaneously with minimal supervision resulting in completed work with minimal errors while meeting deadlines.
Ability to reason and analyze situations and tasks.
Effectively apply technology to accomplish duties (self-sufficient in the use of a computer for database management programs, collaborative internet applications and Microsoft Office)
Formulate innovative and creative solutions
Demonstrated excellent oral and written communication skills
Build trust with peers, team members, clients, faculty, and other program related individuals
Deal with difficult people and situations
Ability to learn policies and procedures pertaining to personnel matters and hiring procedures.
Ability to understand accepted accounting and financial practice.
Ability to learn and apply state and federal law, WVU, Board of Regents, WVU Research Corp and foundation budget, practices and policies and appropriate
Quickly learn new bodies of knowledge
Understand and apply the principles and practices of the college as a whole
Execute the goals and objectives of the college
Demonstrated ability to maintain an exemplary level of customer service.
Demonstrated ability to work individually and proactively with initiative
Demonstrated patience, tact and diplomacy in handling sensitive information and in working with multiple audiences, demands and personalities
Ability to collect and evaluate data, formulate recommendations and develop plans of action.
Ability to organize, prioritize and delegate responsibilities to student workers to obtain desired results
Ability to supervise and train student staff
Demonstrated ability to maintain proper attendance and punctuality standards
Ability to make decisions quickly, confidentially, and when complete information is not available
Receive feedback non-defensively, and incorporate useful feedback into future behaviors
Apply group facilitation skills