Potomac State College, part of the West Virginia University system of campuses, is seeking qualified candidates for an Administrative Assistant position. This full-time, ten-month, benefits-eligible position will provide administrative support to the Dean and Associate Dean of Academic Affairs, as well as co-manage daily operations of the Academic Affairs Office.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
What you'll do:
- 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.
- Wellness programs
- Co-responsible for approving student schedule changes, overrides, pre-requisite waivers, permission to exceed maximum number of credit hours, and adjusting student schedules due to class cancellations.
- Co-responsible for answering complex inquiries from students, faculty, administrators, division chairs, parents, staff, WVU personnel, and community individuals. Independently resolve a variety of academic problems by providing authoritative information, guidance, and assistance without direct supervision.
- Co-responsible to create electronic pre-registration folder for full-time faculty advisors to include placement information, GEF course list, Honors Program information, Financial Aid Satisfactory Academic Progress requirements, directions to release registration PIN holds, file exceptions, and 25LIVE, etc.
- Assist with the high flow of traffic in the Academic Affairs Office as well as responding to phone calls and emails.
- Co-responsible to routinely analyze office procedures and develop efficient methods to accomplish administrative tasks; ensure office operations proceed smoothly.
- Co-responsible to establish priority deadlines for submission of forms, reports, documents, and assignments for the Academic Affairs Office.; Ensure faculty and staff are proceeding on task which involves notification and reminders to involved parties via letters, emails, or telephone.
- Gather and compile information to develop the Faculty Advisors Office Hour Directory each semester.
- Prepare the Adjunct Faculty Handbook each academic year.
- Create an outlook email group to correspond to all adjunct faculty.
- Prepare and distribute academic calendar for each semester.
- Co-responsible for coordinating confidential student academic probation and suspension process. Generate letters to notify students of academic status, appeal process, maintain updated records, and distribute information to campus units.
- Co-responsible to provide information and reports from Banner/Star/ARGOS.
- Co-responsible for administrative functions in the Dean's office, including, but not limited to interactions in person, by telephone, by mail and by electronic means, depending on the nature of the request.
- Co-responsible to ensure that daily operations of the Dean's office are effective and professional while meeting the operational needs of the office.
- Exercise good judgment and provide clear direction in critical and sensitive situations.
- Assist faculty with search process by reserving committee meeting area, classroom for teaching demonstrations, and ensuring vendor payment for hospitality associated with on campus visits of potential new hires.
- Process Dean and Division Chair schedule change notices for entry into CLSS scheduling system as needed.
- Co-responsible for coordinating class schedule changes with Enrollment Services and disseminating electronic notification to students.
- Serves as point of contact with West Virginia University Admissions and Records Catalog/Schedule Officer (Program Assistant III) regarding information dealing with special interest courses.
- Co-responsible to provide PSC semester Schedule Listing Index (SLI) to the Division Chairs.
- Co-responsible in ensuring accurate entry of schedule information into the CLSS scheduling system and print reports for Dean as requested, and assess any other fees associated with PSC courses. Check all courses to ensure accurate data entry.
- Co-responsible for working in conjunction with Dean and Division Chairs to resolve time and date conflicts of courses and sections.
- Assign/change student advisors and submit paperwork to Enrollment Services for major changes/additions.
- Assist with assignment of classrooms for all PSC courses via the CLSS scheduling system. Develop and maintain official classroom list with appropriate room capacity as well as classroom attributes.
- Collaborate and communicate with personnel in other WVU colleges, schools, and departments as needed.
- Upload full-time faculty/division materials into Digital Measures by appropriate deadline for annual and summative review process.
- Maintain electronic file of all syllabi taught each semester.
- Co-responsible to coordinate day-to-day requests for scheduling and reserving classrooms/conference rooms. Communicate with requestor to determine needs.
- Co-responsible to produce PSC SLI sheets each semester; forward to Dean for review and distribute to Division Chairs to make any necessary changes. Receive SLI worksheets to incorporate all changes/additions.
- Co-responsible to make necessary updates to the Banner/STAR/CLSS schedule of courses each term regarding course additions, deletions, changes, or cancellations as submitted by the Dean and Division Chairs.
- Co-responsible to maintain inventoried list of classrooms and attributes to facilitate requested requirements for each course.
- Develop final exam schedule for fall and spring terms. Notify faculty, staff, and students.
- Convey all deadlines from the WVU Registrar webpage to students and faculty. Co-responsible to communicate with WVU Scheduling for necessary technical support and assistance regarding Banner/STAR/CLSS.
- Administer the in-house Graduating Student Survey for each student applying for graduation. Provide each applicant’s student transcript and graduation application to Associate Dean. Forward approved applications to PSC’s Assistant Registrar. Maintain spreadsheet of graduates for each semester.
- Email each student applying for graduation of what requirements need to be met to obtain degree.
- Co-responsible for faculty personnel files. Updating faculty Digital Measures information for evaluations.
- Co-responsible to train and supervise Academic Affairs work-study students.
- Provide current information for the Academics tab of the PSC webpage.
- Distribute adjunct faculty parking passes.
This job has expired.
- Bachelor's degree in a related field OR an equivalent combination of education and experience.
- Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
- (1-2) years of:
- Progressively responsible experience managing an office, preferable in University academic affairs environment.
- Independent decision-making, priorities assessment, and task initiation without direction.
- Familiarity with budgetary, purchasing, and record keeping procedures.
- Proven skill in interacting with the public.
- Good financial transaction processing skills.
- Ability to learn and to apply effectively the policies, procedures, and guidelines affecting the position and work unit to which assigned, as well as the institution.
- Thorough knowledge of office methods, procedures, and protocols, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
- Strong interpersonal skills with the ability to maintain a professional demeanor while interacting with individuals either in person or over the telephone.
- Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within the organization.
- Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
- Demonstrated ability to apply solid judgement, discretion, and initiative in performing a variety of complex administrative tasks.
- Proven ability to type with speed and accuracy.
- Solid familiarity with a demonstrated competency in using a personal computer and related software packages, including word processing, database management and web design.
- Demonstrated ability to independently determine proper location and cross reference of files in alphabetical, numerical, chronological, and/or subject matter order.
- Ability to reason logically and analyze and solve problems.
- Ability to rapidly learn the operations of the University and work environment.
- Ability to maintain confidentiality of sensitive information.