OFFICE ADMINISTRATOR - STATLER COLLEGE OF ENGINEERING AND MINERAL RESOURCES - West Virginia University Research Corporation Human Resources : Job Details

The Statler College of Engineering and Mineral Resources at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

This position is accountable for providing complex, independent and confidential administrative staff support tothe Dean of the Benjamin M. Statler College of Engineering and Mineral Resources. Functions include performing various and numerous administrative duties that relieve the dean of administrative details. The position interfaces on behalf of the Dean to faculty, staff, corporate partners, visiting committees, regional campus at WVU Institute of Technology, other institutions, students, governor and other state offices, congressional delegations, and the general public. This position manages all daily operations of the Dean's office, which includes oversight, when appropriate, of support staff inthe Dean's office and throughout the College to ensure timely reports and correspondence.

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)

* 24 annual leave (vacation) days per year (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

What You'll Do

* Provide complex, independent and confidential administrative support to the Dean of the College and designated members of the college administrative staff. Handle diplomatic situations regarding the Dean's availability and recommend suitable official substitutes.

* Manage the daily operations of the Office of the Dean in accordance with institutional, college, federal, and state policies and procedures. Bring to the Dean's attention critical problems requiring immediate action, assembles pertinent information and recommend potential courses of action.

* Represent the Dean to all constituents when appropriate. Transmit information and instructions from the Dean to his subordinates. Act in an advisory capacity to department chairs, faculty, and staff on problems and procedures of an administrative nature and assists them in interpreting University and College policies.

* Interact with other University major administrators, deans, directors, faculty and staff to establish priorities of effort. Maintain the complex calendar of the Dean by scheduling appointments and adjusting meeting dates to accommodate the Dean's schedule. Inform affected persons of the changes or adjustments.

* Collect regular and sensitive information for the Dean by contacting University administrative and academic offices, industry executives, and state and federal government officials by using the telephone and mail systems. Collect and maintain copies of the WVU Board of Governors and University policies and procedures and advise the Dean of changes and the potential impact on the College administration.

* Schedule meetings when requested in all the conference rooms within the College and University.

* Prepare the Dean's complex and confidential correspondence, reports, policy statements, papers, and other materials when such requires the specific attention of the Dean and cannot be considered of a routine nature.

* Serve on the Statler College Staff Advisory Committee on behalf of the Dean.

* Exercise continued attention to the clerical, administrative, and operational aspects of the Dean's Office. Answer the telephone, screen calls, and communicate messages to administrators, faculty and staff by determining the nature of the calls and responding to the inquiry or by referring the call to another staff member as appropriate.

* Review all incoming mail and directs such mail to the appropriate administrator. Compose standard letters, memoranda, and reports for the Dean's signature. Advise the Dean regarding timely responses to specialized requests.

* Establish and maintain a complex filing system to support the Dean's operational procedure. Exercise considerable care in the collection, compilation, and protection of such information. Accumulate and maintain history files for the College and its operating units.

* Prepare letters, reports, charts, graphs, manuscripts, forms, and/or memoranda from rough draft to final formulizing word processing software. Proofread all typed materials and corrects errors in sentence structure, grammar, spelling, and punctuation. Review/edit materials created for others for proper formatting and spell check, making necessary changes and printing final hard copies for supervisor review and signature.

* Organize meetings for and hosts visitors to the College that includes industrial leaders, government officials, foreign dignitaries, distinguished alumni, and private supports of the College.

* Prepare introductory slides in the Dean's PowerPoint presentation for the Visiting Committee, faculty meetings, retreats and others when requested by the Dean.

* Preparation for these meetings and conferences require the incumbent to collect, organize and bind all required information and documents needed for these meetings. The incumbent is required to compile a list of attendees, consult with speakers to ensure they have the proper documentation for presentations, prepare name tags, prepare the meeting programs, and facilitate arrangements with the caterers, hotel management, and other individuals and organizations essential to ensure a successful meeting or conference.

* Manage selected bulk mailings originating from the Dean's Office.

* Monitor and report changes for the email and mailing databases for the whole College.

* Collect and organize selected information for comprehensive reports prepared by the Dean.

* Make travel arrangements for the Dean and the Development Office staff including preparation of the travel itineraries, transportation, travel authorization requests, and completes travel reimbursements.

* Assist with the five-year review cycle for Department Chairs, Directors, and Associate Deans by collecting information for comprehensive reports and appraisals.

* Organize, schedule, and coordinate numerous special projects as directed by the Dean or his immediate staff. Compile and format Archival Publications from all the units for the Dean to review, approve, and then submit final report to WVU Research Corporation.

* Miscellaneous office duties as needed to maintain operations.

* Bachelor's degree in business administration, office administration or related field.

* A minimum of one (1) year of experience in the following:

* Office Administration.

* Computer experience and current software applications that support the information needs of the position (i.e. Microsoft Office).

* Any equivalent combination of related education and/or experience will be considered.

* All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

* Ability to apply solid judgment, discretion and initiative in performing complex tasks with minimum supervision and work independently.

* Excellent people skills required. Must be able to render service to all constituents with a professional manner and obtain cooperation of many offices throughout the College, University, and State such as senators, governor, faculty, industrial leaders, and students.

* Ability to analyze completed work for consistency to minimize errors.

* Ability to maintain confidentiality of sensitive information and judge what needs to be confidential. Track grievance and other confidential proceedings at the Administrative and College level.

* Demonstrated good knowledge of principles and practices of the University and College policies and procedures.

* Ability to handle many tasks simultaneously without making mistakes or experiencing unusual stress.

* Ability to edit materials for publication and release to the public.

* Must demonstrate excellent ability to communicate clearly and concisely - both orally and in writing.

* Ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.

* Excellent problem solving and critical thinking skills.

* Excellent computer skills.

* Ability to type with speed and accuracy.

* Ability to use internet for research and download documents, compile data, and integrate into reports and documents.

* Must be skilled in MS office products and demonstrate the ability to learn and use new skills.