Office Administrator - Student Life

The department of Student Life at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity:

This position manages the day-to-day operations of Campus and Community Life and provides high-level complex administration and professional support to the office which includes Student Advocacy, CARE Team, Student Legal Services, and Off-Campus Housing.

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:

• Manage front desk duties including opening office, assisting visitors, answering multi-line phones and Student Helpline where they will be first responder.
• Hire, train, and supervise work-study students and coordinates work-study coverage.
• Other administrative tasks include: answering phone calls, organizing/scanning incoming mail, preparing mailings including certified mailings and tracking/ordering office supplies.
• Maintains accurate and complete files and records. Timely prepares reports and completes forms and records necessary for client services or administrative tasks related to job forms and records necessary for client services or administrative tasks related to job.
• Interacts professionally with clients, staff, opposing counsel, court personnel, and the large university community.
• Following instructions accurately and works independently to complete assigned tasks.
• Maintains/ensures day to day functions in the offices run smoothly and efficiently.
• Provide administrative duties including the following:
  
  
  
  • Maintaining confidential files for Campus and Community Life
  • Preparing notification letters
  • Preparing documentation for emergency loans
  • Distributing Off-Campus Housing information
  • Updating Emergency Procedures annually
  • Assisting students with CARE Team intake forms
  • Preparing reference/transfer forms for Assistant Dean's signatures
  • Distributing and preparing mail
  • Screen requests for appointments with the Assistant Dean
  • Coordinate monthly staff meetings
  • Process student transfer forms or reference
  
  
  
  
• Serve As building manager as appropriate
• Schedule, prioritize and determine eligibility of services for a very large case load of student clients while avoiding possible conflicts of interest
• Perform all processes within the Procurement and Accounts Payable area related to Mountaineer Marketplace and MyExpense and MyTravel.
• Coordinate financial activities for the department, implement and monitor the budget for Campus Life, run regular financial reports, review submission for accuracy and report financial concerns to the Assistant Dean.
• Provides high-level administrative support to Student Legal Services attorney(s) and law students by staffing office walk-up window, scheduling appointments and consultations, scheduling hearings, maintaining office calendar, purchasing office supplies/equipment, coordinating maintenance of office equipment, and supervising undergraduate student workers.
• Drafts, under the supervision of the managing attorney, appropriate pleadings, obtaining appropriate information for the relevant disclosure forms.
• Responsible for maintaining the online intake system an ensuring that all information is accurate.
• Closes cases accurately and timely, as directed by the managing attorney.

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    Bachelors Degree in a related Field

    
    
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    Any equivalent combination of related education and/or experience will be considered.(always include unless position requires specific degree)

    
    
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    All qualifications must be met by the time of employment.

    Experience

    
    
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    A minimum of One to Two years (1-2) years experience in the following:

    
    
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    Administrative experience with general office duties

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

    
    
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    All qualifications must be met by the time of employment.

    
    
  
  
  
  

Knowledge, Skills & Abilities:

• Must have demonstrable commitment to understanding and addressing issues faced by the WVU student body.
• Must be proficient with Microsoft Office products.
• Must have skills to use office technologies, including learning case management software (Advocate & Clio).
• Must be able to balance administrative and work responsibilities.
• Possess high quality writing and communication skills.
• Must be able to problem solve quickly and efficiently when issues arise.

Preferred Qualifications:

• Bachelor's Degree

Physical Effort:

• While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, or handle, object, tools, controls, or equipment; reach with hands and arms; talk or hear.
• The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

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.