Part-Time Program Coordinator - Kinetic Center, Department of Physics & Astronomy

About the role

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.

Responsibilities

• 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.
• Budget Responsibilities:
  • Manage grant expenditure financial reporting.
  • Calculate grant expenditure analysis (burn rates).
  • Ensure cost share is documented and met.
  • Review (and adjust) salary expenses to reflect effort performed by award.
  • Ensure effort reports are being reviewed, signed, and returned in a timely manner.
  • Aid in preparation of financial reports to grantor agencies.
  • Aid in ensuring 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.
  • Aid in writing effective and clear annual reports.
  • Aid 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.
  • Aid Center members with purchases and purchase reconciliation.
  • Maintain project webpages.
  • File and retrieve documents, records, and reports.

Requirements

• 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.

Qualifications

• 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.

Benefits

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

• Paid holidays (staff holiday calendar)
• Annual leave (vacation) (employee leave)
• Sick days (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 is commensurate with experience.

Schedule

The schedule is part-time.

West Virginia University

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.