Office Administrator - Department of Sociology & Anthropology
About the role
The Department of Sociology and Anthropology in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Office Administrator.
Responsibilities
Financial Responsibilities: Oversees the financial management and daily business operations of the Department of Sociology and Anthropology and the Center for Women’s and Gender Studies. Assists in assessing and monitoring expenditures and revenues while maintaining budget control within a complex set of internal and external funding sources.
Serves as the departmental financial administrator for the incentive-based, all-funds budget to include central/State, entrepreneurial, WVU Research Corporation, WVUIC and WVU Foundation funding.
Serves as a member of the Chair’s leadership and strategic planning committee. Serves as the Chair and Director’s designee in fiscal affairs. Assures effective financial stewardship by optimizing departmental resources.
Develops financial information related to programmatic needs in support of the unit’s annual budget request. Prepares, reconciles, and manages departmental financial reporting.
Closely monitors space, FTE, headcount, and other expenditure variables which will impact the unit’s budget and operating margin. Monitors enrollment, course assignments, and teaching loads, which directly affect unit budgets.
Makes sure earned revenue meets budget demands. Analyzes/evaluates departmental operations, trends, costs, commitments, and obligations. Oversees preparation of and approval process for all expenditures to include procurement, contracts, payroll, startup, summer support, summer school, Winter session/Maymester, human subject payments and other expenditure types.
Initiates corrective action for any payroll issues. Identifies and posts account receivables to ensure College and University reports accurately reflect estimated revenue projections. Compiles statistical data for financial reporting.
Aids in preparing salary forecasts, retention efforts, and merit pay recommendations. Prepares and submits check deposits in compliance with University and State cash handling policies. Prepares requests for faculty incentive salary contracts, which includes amending salary funding sources with verification of amounts and funding.
Facilitates departmental external fund management. Assists principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals.
Pre-Award Duties: Budget development/modifications. Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs, and/or the WVU Foundation. Provides agency/university guidelines and regulations. Provides faculty with guidance and procedural information.
Post-Award Duties: Grant expenditure financial reporting. Grant expenditure analysis (burn rates). Grant expenditure adjustments. Ensures cost share is documented and met. Reviews (and adjusts) salary expenses to reflect effort performed by award. Ensures effort reports are being reviewed, signed, and returned in a timely manner. Assists with preparation of financial reports to grantor agencies. Ensures grant guideline compliance. Advises faculty on WVU, WVU Research Corporation, and WVU Foundation policies and procedures.
Main office: Oversee the daily operations of the department's main business office. Monitor internal procedures to ensure that all fiscal and administrative policies are consistent with institutional, state, and federal guidelines. Coordinate workflow of the department to ensure clear communication of appropriate tasks for staff and students. Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment. Assist faculty and students in the application process to apply for college and university travel funds and other internal grants. Supervise and facilitate main office operations including telecommunications, information technology (IT), shipping and receiving, and office equipment.
Purchasing Authority: Has purchasing authority in Mountaineer Marketplace, state, research, and foundation Procurement Card authority for purchasing office supplies, catering services, office equipment, etc. as needed in the performance of assigned duties. Assists faculty and graduate students in purchasing for labs and travel. Assists new hires with obtaining Pcards and training in purchasing and reconciliation procedures. Manage requests for copier access, supplies and maintenance. Assist with booking conference rooms in 25Live, as needed.
Executive Assistant to the Department Chair: Support WVU-related work activities of the incumbent Department Chair. Has authority to manage and coordinate the Chair’s calendar, email, and travel schedule, as needed. Screen visitors and phone calls and schedule meetings and appointments in consultation with the Chair. Compose routine and complex documents, including confidential correspondence, requiring knowledge of programs, procedures, and practices, for the chair’s signature. Create and maintain listserv for email correspondence with all faculty and staff by the employee and supervisor. Maintain organized filing system of departmental records. Identify, in the Chair’s absence, any items that require action and initiate such action. Organize faculty annual review information, work closely with department chair on coordinating peer reviews, preparing Promotion and Tenure packets for external review, editorial review, maintenance of faculty voting records on FEC letters, compiling faculty evaluations and submitting to Eberly College, and maintaining personnel files for current and former departmental faculty, with appropriate security measures and control of access to confidential files of the department. Provide editorial review of faculty letters as needed, and submit department chair and faculty evaluation committee completed letters to the Eberly College. Provide general support for Chair and departmental initiatives, including performing other duties as assigned.
Associate Chair and Director of the Center for Women’s and Gender Studies: Provide administrative support to the Associate Chair and Director. Work closely with Associate Chair and Director on adjunct faculty payroll requests and approvals. Coordinate requests for faculty/advisor role updates. Assist with payroll related questions, student billing questions, refer to proper agencies, such as tax services and student health insurance. Help connect students with funding opportunities and assist with paperwork preparation, as needed. Work closely with Associate Chair on required actions in the Department Chair’s absence. Departmental Governance: Provide administrative support for faculty committees including graduate and undergraduate, ad hoc recruitment committees, faculty search committees, faculty evaluations committee, and accreditation and assessment reports committee. Process RSAs for graduate student travel funding and academic scholarships, as needed. Process necessary paperwork for student awards, including RSAs, purchases, gift cards, etc. Work closely with recruitment committees on budget needs, including events, hospitality, postage, purchases, etc. For faculty search committees, assist with protocols and procedures, assist with preparing itineraries, and overseeing campus visits. Prepare and process hiring forms for faculty, postdocs, research scientists, etc. Prepare and process visa documents for international hires. For faculty evaluation committee, organize annual review Teams folder for shared committee access during letter preparation, maintain spreadsheet of FEC ratings (i.e., excellent, good, satisfactory) for ease of access when information is requested (i.e., merit raises), compile committee review letters for submission to the Eberly College. For accreditation and assessment committee, duties include assistance with maintaining and providing departmental data and metrics needed to complete specific reports. Coordinate IT purchasing and installation with Professional Technology personnel. Supervisory activities: Directly supervise one full-time Administrative Associate and student workers. Develop and maintain an accurate job description for the Administrative Associate. Monitor all tasks and responsibilities of the Administrative Associate, including responsibilities to the department graduate program, coordination of department colloquium series and other special events (such as outreach, workshops, recruitment, student events, faculty searches, etc.), website and social media management, administrative assistance for faculty and students, etc. Coordinate budget needs and hospitality approval requests for colloquium series and other special events. Work closely with Director of Graduate Studies and Administrative Associate on GTA stipends and li