"Administrative Assistant - Center for Excellence in Disabilities/Traumatic Brain Injury"

Description

The Center for Excellence in Disabilities at West Virginia University is currently accepting applications for an Administrative Assistant position.

About the Opportunity

The purpose of this position is to perform clerical and administrative functions following established policies, procedures, and methods in support of the Principal Investigator, Manager, and staff of the Traumatic Brain Injury Program. 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, WVU offers a range of health insurance and other benefits, 401(a) retirement savings with 6% employee contribution match, and wellness programs.

What You'll Do

• Performs general reception duties, answers telephone, receives and greets visitors to office area, determines nature of the visit and directs visitors/communications to the appropriate staff member.
• Composes correspondence, letters, proposals, charts, graphs, manuscripts, complex forms and memorandum. Also types travel, procedures, consultant agreements and contract agreements. Creates tables, charts, and graphs.
• Provides meeting support and facilitation including agenda and minute development.
• Coordinates and prepares written and electronic materials for mass mailing; maintains mailing lists and email listservs.
• Assists in the procurement of program equipment and supplies, researches companies for best price, completes purchasing paperwork.
• Receives and submits invoices, bills of sale, receipts, and other accounting documents to a central accounting department.
• Schedules appointments, complex committee meetings, staff meetings, manages supervisor's calendar as needed, coordinates all arrangements relating to location, time, and date; creates and disseminates the agenda to participants.
• Organizes on-line and in person program-wide regional and statewide seminars, workshops, and training sessions; confirms/verifies receipt of information; requests for information from those enrolled.
• Coordinates group travel arrangements and reservations, utilizing both State and WVU Research Corporation regulations/forms to ensure compliance to internal CED travel policies, as well as, all State, WVU and Federal travel policies and procedures.
• Documents and provides response to all program referrals and/or application requests made via phone, email, or website. Mails appropriate packets and specific information based on the customer needs/requests.
• Creates alternative formats for publications and other disseminated information to ensure information is accessible to all staff, partners, and consumers.
• Coordinates data within program-specific databases. Receives and enters data, develops reports, audits for quality control.
• Assists Supervisor with the packaging of grant submissions.
• Deliver exhibits to area schools and conduct outreach for the programs.

Pay Grade: 15

Qualifications

• Bachelor's degree required.
• A minimum of one (1) year of related experience.
• 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

• Demonstrated proficient computer skills and in grant proposal editing and packaging. Must be able to take and transcribe minutes using dictation equipment or shorthand.
• Thorough/demonstrated knowledge of correct English, grammar, spelling, punctuation, sentence structure and mathematical calculations, as well as, the proficient use of primarily PC computer platform and related software programs, including databases and spreadsheets.
• Strong oral and writing skills with emphasized attention to detail and accuracy.
• Thorough knowledge of office methods, procedures, practices and protocol.
• Ability to work efficiently and effectively with a minimum of supervision.
• Demonstrated ability to establish filing procedures and file all correspondence and information in alpha, numerical, subject matter or chronological order quickly and accurately.
• Demonstrated ability to independently initiate, draft and prepare clear and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources.
• Ability to rapidly learn all academic, administrative and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.
• Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
• Maintains skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Deliver equipment and travel to area schools.

About WVU

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.