Administrative Associate - Department of Chemical and Biomedical Engineering 29472

About the role

The Department of Chemical and Biomedical Engineering in the Statler College at West Virginia University is currently accepting applications for an Administrative Associate. This position serves as the face of the Department, working closely with faculty, staff, and students.

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.
  • Handle maintenance/facilities issues by reporting to 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 to the appropriate contact to fix the issue.
• 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 alumni database to help with the nomination process.
• 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.
• Perform purchasing duties in Mountaineer Marketplace and Amazon for the department as backup to the Office Administrator and Technician.
  • Maintain and monitors departmental Foundation and Departmental State accounts.
  • Maintain record of expenditures and receipts, compose thank you letters to donors on a monthly basis; make sure expenditures are within the scope of the parameters set up in the various Foundation endowments/accounts.
  • Serve as Departmental Card Coordinator for WV State Procurement Cards, WVU Research Corporation Procurement Cards and Foundation Procurement Card associated with the department.
  • Has knowledge and ability to edit PCard charges and process travel reimbursements, etc. in Chrome River/MyExpenses.
  • Maintain receipts on all Procurement Cards.
  • Communicate policy changes and proper use of the card to cardholders.
• Supervise and monitor departmental work study students and/or hourly workers as delegated by faculty supervisors.
  • Process and submit graduate student tuition waivers – checking to make sure they are registered for the correct number of hours before submission of waivers.
• Coordinate Textbook Adoptions, working with faculty to make sure the adoptions are submitted, submitting adoptions for courses that do not require any materials and helping faculty with their adoption if necessary.
  • Maintain all bulletin boards in the department.
• Cook up data for assessment/ABET at the end of the semester.
  • Submit requests for ChemCAD software authorization for students as requested.
• 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.
• 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.

Qualifications

• Associate Degree.
• A minimum of two (2) years of progressive experience working in an office environment providing supportive/administrative duties.
• Keeping abreast of new technology.
• Any equivalent combination of related education and/or experience will be considered.

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.