Program Assistant I - Graduate Education and Life

About the Role

This position is responsible for independently performing a wide range of duties in support of graduate and undergraduate education at West Virginia University.

Responsibilities

• Fellowship Applications and Award Processes
  • Support the office in the Graduate Fellowship and Scholarship application processes, including training on Grad App, Qualtrics, and other systems.
  • Create an application tracker and monitor nominee eligibility criteria (admission decision, field of study, citizenship, contact info, etc.).
  • Create and organize individual nomination packages using Grad App and Qualtrics.
  • Update reviewer tool, design review groups, and distribute students to reviewers appropriately.
  • Update terms and conditions, letters, and fellowship acceptance forms.
  • Monitor acceptance forms and send regret emails.
• Front‑Line and Administrative Duties
  • Answer Graduate Education and Hazel Ruby McQuain scholarship vanity email accounts and telephone calls.
  • Greet and assist walk‑in visitors to the office.
  • Research inquiries (e.g., graduate tuition waiver policies) via university information systems.
  • Support data management and maintain office contacts, including program directors, tuition waiver submitters and approvers, and graduate faculty membership.
  • Support periodic events: participant registration, room reservations, Zoom links, catering requests, and set‑up/tear‑down for in‑person events.
  • Perform additional duties as assigned in support of graduate and undergraduate academic programs.

Requirements

• Associate’s Degree in a related field.
• Minimum of six (6) months of related experience; any equivalent combination of education and/or experience will be considered.
• Experience with WVU information systems such as Common App, Qualtrics, Star Banner, Argos, or similar preferred.
• All qualifications must be met by the time of employment.
• Knowledge, Skills, and Abilities
  • Excellent written and spoken communication.
  • Ability to quickly learn and use computer applications such as MS Word, Excel, Outlook, mail merge, Common App, Qualtrics, Star Banner, Argos, etc.
  • Strong organizational skills.
  • Basic data analysis skills.

Benefits

• 37.5‑hour work week.
• 13 paid holidays (staff holiday calendar).
• 15 annual leave (vacation) days per year, increasing with years of service.
• 18 sick days per year, usable for personal illness, caring for family, or scheduled medical appointments.
• Comprehensive health insurance and other benefits.
• 401(a) retirement savings plan with a 6 % employee contribution match, eligibility to continue health insurance, and additional retiree perks.
• Wellness programs.

Pay

Pay Grade: 12

Schedule

Full‑time

About West Virginia University

West Virginia University is a purpose‑driven institution with a strong impact on the state. It offers a supportive community that champions work‑life balance and fosters collaboration, guided by core values of service, curiosity, respect, accountability, and appreciation.