Administrative Associate - Department of Chemical and Biomedical Engineering

About the role

This position serves as the face of the Department of Chemical & Biomedical Engineering, working closely with faculty, staff, and students. The incumbent will provide administrative support following established university, college, and departmental policies, procedures, and methods.

Responsibilities

• Perform administrative and supportive duties to ensure office operations.
  • Answer telephone, screen calls, and communicate messages to faculty, staff, and students.
  • Determine the nature of the call and respond to general inquiries or refer to the appropriate staff member.
  • Help students resolve problems associated with scheduling, getting software licenses, finding classrooms, etc.
  • Report any maintenance/facilities issues to this position to make the appropriate contact to fix the issue.
• Pickup and dissemination of mail to faculty, staff, and student mailboxes.
  • Work with faculty coordinators to manage departmental seminar series.
  • Disseminate the schedule, bio, and abstract to both internal and external individuals.
  • Avoid any maintenance/facilities issues by reporting them to the appropriate contacts.
• Coordinate schedules, room reservations, travel arrangements, etc. for faculty candidates coming to campus for interviews or setting up numerous Zoom links for virtual interviews.
  • Plan and coordinate special events such as CBE Industrial Visiting Committee, ChE Academy of Distinguished Alumni, and Faculty Retreats.
  • Plan/coordinate/host the meetings including coordinating menus, making hotel reservations as necessary.
  • Also coordinates the annual commencement reception for faculty, students, and guests.
• Provide administrative support for the nomination process using Election Buddy Software.
  • Set up zoom meeting for the committee as needed and provide insight into the meeting and banquet planning process.
• Maintain department website content.
  • Maintain department website content.
  • Event Planner -- Plan and coordinate special events such as CBE Industrial Visiting Committee, ChE Academy of Distinguished Alumni and Faculty Retreats.
  • Plan/coordinate/host the meetings including coordinating menus, making hotel reservations as necessary.
  • Also coordinates the annual commencement reception for faculty, students, and guests.
• Assist faculty with promotion and tenure files using Digital Measures.
  • Input read only information into the files as necessary.
• Work closely with the departmental Graduate Admissions Committee to monitor graduate applications and compose departmental offer letters or rejection letters as necessary for both ChE and BMEG programs.
  • Serve on the review committee to enter decisions into CRM (TargetX).
• Use 25Live for conference and classroom scheduling for departmental meetings for faculty and students.
  • Maintain departmental alumni database – updating addresses and adding new alumni.
• Coordinate with the department chair to set up telephone or in-person meetings by determining and confirming available dates, obtaining and conveying accurate details, and ensuring that necessary files or documents are available in a timely manner.
  • Provide updated information to the department chair in order to maintain video boards located on the 4th floor.
• Tabulate data for assessment/ABET at the end of the semester.
  • Submit requests for ChemCAD software authorization for students as requested.
• Participate in training and professional development sessions to enhance job performance.
  • Participate in training and professional development sessions to enhance job performance.
• Perform other related/assigned duties such as coordinating United Way Campaign for the Department.
  • Participate in training and professional development sessions to enhance job performance.

Qualifications

• Associate Degree.
  • A minimum of two (2) years of progressive experience working in an office environment providing supportive/administrative duties.
• 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:
  • Ability to work as part of a team dedicated to success and excellence.
  • Ability to communicate effectively in written and spoken English.
  • Good keyboarding and computer skills.
  • Organizational and time management skills required to manage multiple projects and workload.
  • Ability to operate standard office equipment.
  • Knowledge of office methods, procedures, and protocol.
  • Ability to work independently.
  • Ability to learn and apply effectively the policies, procedures, and guidelines affecting the position and work unit to which assigned.
  • Ability to maintain confidentiality.

Benefits

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• A 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.
• Wellness programs

Pay

Pay Grade: 14

Schedule

Full-time