The Environmental Health & Safety unit of Facilities & Services at West Virginia University is seeking applications for a Senior Office Administrator position. Reporting to the Executive Director of EHS, this position provides program support to EHS and Facilities Management (FM) for highly complex and sensitive programs and initiatives. Additionally, this position has responsibility to manage the day-to-day operation of the Facilities & Services Office including the Office of the Associate Vice President for Facilities & Services (AVP F&S), Executive Director of EHS, Executive Director of Planning, Design, Construction, & Scheduling (PDCS), and Directors of FM.
In order to be successful in this position, the ideal candidate will:
EHS Training and Learning Management System (LMS). The LMS will include training for safety, operations and general daily procedures of all members of the University.
Accident & Injury, Asbestos, Confined Space (CSE) and Indoor Air Quality (IAQ) Database Management and program support.
Mobile Eyes-Fire Control inventory and inspection software.
Serves as the gatekeeper and provides administrative oversight to the Facilities Management Apprenticeship Program, in collaboration with Human Resources.
Supports FM and EHS with Unifier work processes, work orders, etc.
Develops work processes that support front office and executive operations. Independently handles and resolves administrative problems and inquiries.
Supervises and oversees professional development of staff assigned to program or office. Responsibilities include hiring, onboarding, training, disciplining, and evaluating assigned employees. Manages employee leave approvals and timecards for hourly and student workforce.
Oversees and manages student workers providing reception duties; answer telephones, greet visitors, provide visitor parking passes, and coordinate signature for deliveries from FedEx, UPS, USPS or campus mail.
Provides calendar support and coordinates/schedules meetings at the request of the AVP and F&S senior leadership team.
Works with the Strategic Initiatives Communications contact regarding events, news/announcements, and other marketing opportunities that promote Facilities & Services. Provides oversight for website updates.
Coordinates travel arrangements for staff and assists with MyExpenses and MyTravel systems.
Serves on Auxiliary & Business Services committees as requested.
Manages special projects and initiatives as requested by the AVP and F&S senior leadership team. Examples include coordinating employee recognition events, professional development initiatives, etc.
Assists with the completion and review of forms for submission to HR.
Oversee and coordinate requests for outside contractor and vendor work.
Coordinate and facilitate scheduling among all involved groups and assist with preparation of any necessary records, paperwork or meeting needs.
Maintain and coordinate ongoing data, audits and general recordkeeping needs for projects.
Request keys for staff. Create work orders for maintenance, custodial, and other issues through Unifier. Assist in the development and maintenance of emergency evacuation plans, operation policies, and procedures. Communicate important messages to building occupants. Coordinate, manage, and assist with special projects or programs that range from departmental activities to University-wide projects.
Perform other duties as assigned
The Division of Facilities and Services encompasses two units that are integral to the University's success. Our units employ talented and skilled workers whose jobs range from maintaining, protecting and improving the University's buildings and grounds. Facilities and Services takes care of every aspect of WVU so that its employees, students and guests are safe and satisfied on campus. Find out more about Environmental Health & Safety at https://www.ehs.wvu.edu/ .
WVU provides competitive wages for its employees, and takes experience and related education into consideration when determining appropriate salary.
Bachelor's degree in business administration, safety management, organizational communication or a closely related field.
At least two (2) years of experience overseeing office administration or managing complex/sensitive projects or programs; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Valid driver's license
Physical demands include:
Work is typically performed in a normal office environment; duties may require lifting and maneuvering supplies and various material boxes or files, use of computers, faxes, copiers and printers. May sit for extended periods of time daily.
Travel to different locations or campus sites and conducting various inspections daily.
At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at http://hr.wvu.edu/ .
West Virginia University is proud to be an Equal Opportunity employer, and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Feb 12, 2020
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 196902
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.