Program Coordinator - Kinetic Center, Department of Physics & Astronomy

The Department of Physics and Astronomy in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a Program Coordinator.

About the Opportunity

This position provides various high-level support and logistical services to the faculty in the Center for KINETIC Plasma Physics and organizes the activities of the Center. The Program Coordinator will oversee the Center budget, assists with project management, organize the summer REU program, organize monthly seminar series, assist Center members with travel planning and reimbursements, assist Center members with purchases and purchase reconciliation, plans meeting, maintain Center webpages, and serve as the first point of contact for the broader community.

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 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

What You'll Do

This position will oversee the budget management and daily business/project operations of the Center for KINETIC Plasma Physics. They will serve as a resource contact and independently uses professional concepts and techniques, as well as organizational policies to solve a wide range of moderate to complex problems in resourceful and practical ways and serve as the first point of contact for the broader community.

Budget Responsibilities:

• Manage grant expenditure financial reporting.
• Calculate grant expenditure analysis (burn rates).
• Ensure cost share is documented and met.
• Review (and adjusts) salary expenses to reflect effort performed by award.
• Ensure effort reports are being reviewed, signed, and returned in a timely manner.
• Assist with preparation of financial reports to grantor agencies.
• Ensure grant guideline compliance.
• Budget development/modifications.
• Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs, and/or the WVU Foundation.
• Provide agency/university guidelines and regulations.
• Provide faculty with guidance and procedural information.

Project Management:

• Develop charts and visual aids to track and summarize project progress.
• Assist with writing effective and clear annual reports.
• Assist program participants with reporting on milestones/deliverables.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
• Prepare travel arrangements.
• Plan scientific meetings and coordinate these events locally.
• Organize the annual REU program including housing, travel, and meals for participants.
• Assist Center members with purchases and purchase reconciliation
• Maintain project webpages.
• File and retrieve documents, records, and reports.
• Other duties as assigned.

• Bachelor's degree required in accounting or business-related field.
• A minimum of one (1) year of experience involving:
  • Budget management
  • Complex administrative and project support
  • Grant administrative support
• 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

• Knowledge of project management principles and techniques.
• Excellent written and verbal communication skills.
• Skilled at creating correspondence, reports, proposals, mailings, charts, graphs, forms, presentations, and memorandum.
• Strong organization and multi-tasking skills.
• High attention to detail.
• Use of Gmail, Google docs, Macintosh computers in daily operations.
• Ability to quickly learn new software packages and tools.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Demonstrated ability to utilize correct English, grammar, spelling, punctuation, and sentence structure.
• Demonstrated ability to operate a personal computer utilizing various word processing packages such as Word, Excel, Power Point, etc. for reports, graphs, mailings and presentation development.
• Ability to do mathematical reports and support of financial and accounting functions in conjunction with program and project controls.
• Ability to rapidly learn administrative and organizational policies and procedures.
• Ability to simultaneously coordinate many different administrative tasks, determine relative importance of each, set deadline, and complete projects in a timely manner.
• Demonstrated ability to apply initiative in performing secretarial and administrative work in a variety of subjects, programs, or projects.
• Ability to apply common sense understanding to carryout instructions furnished in oral, written, or diagram form.
• Ability to read, comprehend, write, and edit correspondence and reports.
• Ability to work as part of a team.
• Ability to estimate, add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to maintain proper unit attendance and punctuality standards.

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.