(Hybrid) Administrative Assistant - School of Public Health

The School of Public Health at West Virginia University's Health Science Center is currently accepting applications for a (Hybrid) Administrative Assistant.

About the Opportunity

An Administrative Assistant to perform a wide range of administrative duties and coordinate a variety of complex office procedures in support of faculty, staff, and students. This position will report to the Assistant Dean for Business and Operations providing administrative support to the Office of Student Success, academic department(s), and the Expert Business Office.

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

• Serve as the primary administrative point of contact for the Office of Student Success and assigned departments, managing inquiries, coordinating daily operations, and supporting leadership and department chairs.
• Provide high-level administrative and operational support to leadership, including scheduling, meetings, travel, reporting, correspondence, minutes, and other materials.
• Coordinate communication and collaboration among leadership, administrative staff, campus partners, and internal and external stakeholders to ensure timely completion of responsibilities and streamline processes.
• Manage departmental budgets and financial activities, including monitoring expenditures, preparing requisitions and invoices, reconciling transactions, obtaining required approvals, and collaborating with the Expert Business Office (EBO) on annual budget development.
• Coordinate travel and purchasing activities, including gathering required information and approvals, arranging travel and purchases, ensuring compliance with university procedures, and completing related reconciliations.
• Support the planning and execution of university, divisional, and departmental events, programs, committees, and initiatives, including logistics, communications, implementation, and follow-up.
• Collaborate with leadership and departmental staff to support strategic priorities and ensure operations align with the school's mission, vision, strategic plan, policies, and procedures.
• Support accreditation and regulatory compliance efforts through data collection, documentation, committee participation, and implementation of applicable policies and procedures.
• Identify and implement opportunities to improve workflows, processes, policies, and services to increase efficiency and effectiveness.
• Provide leadership and coordination for campus-wide initiatives, serve as a resource for campus partners regarding the Office of Student Success,
• Provide administrative support to the Expert Business Office, including drafting memos and communications related to the budget and other fiscal projects.
• Assists with other special projects and performs other duties as assigned.

• Bachelor's degree preferred or applicable experience
• A minimum of one (2) year of experience in the following:
  • Experience in an office setting
• 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

• Proficiency with Microsoft Office.
• General knowledge of office operation, business processes, and records management.
• General knowledge of professional communication practices and business correspondence.
• Strong interpersonal, customer service, and problem-solving skills.
• Ability to work independently, exercise sound judgement, and take initiative.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.