The Facilities Management unit of the Division of Facilities & Services at West Virginia University is seeking applications for a Senior Administrative Secretary (Administrative Secretary Senior) position. This position will provide general administrative and reception support for the Auxiliary & Business Services staff, which encompasses staff in Environmental Health & Safety (EHS), Facilities Management (FM), and Planning, Design, Construction, & Scheduling (PDCS).
In order to be successful in this position, the ideal candidate will:
Provide administrative support to Facilities and Services Leadership Team consisting of Associate VP, Directors, Assistant Directors and Managers.
Receive and greet visitors to the Facilities Management building. Responsible for visitor parking logs.
Answer phone calls and report customer needs to appropriate staff member. Maintain various department staff contact sheets.
Schedule appointments/meetings and email appropriate people. Assist Talent & Culture staff with scheduling candidate interviews, including any necessary travel arrangements. Prepare job descriptions and submit requisition requests for posting of vacancies.
Maintain stock of office supplies, ordering through Mountaineer Marketplace or other vendors. Retrieve materials and supplies, as needed from the warehouse. Coordinate and order training giveaways. Coordinate and order uniform shirts or other work attire as needed
Monitor and maintain office equipment such as computers, copiers, printers and fax machines. Submit trouble tickets for repairs and service when necessary. Coordinates new equipment acquisition when needed.
Utilizing Mountaineer Marketplace, mange procurement functions of the departments. Oversee processing of requisitions and payment processing of invoices for supplies, equipment and services. Communicate with vendors to solve any problems that may arise with departmental purchases.
Utilize MyExpenses for employee reimbursements, reimbursing and individual for travel expenses and reconciling of PCard charges. Processing internal transfers to make corrections for any erroneous charges to any of the supportive departments.
Coordinate and manage all logistical arrangements for travel Statewide, Nationally and Internationally, including making lodging reservations and registrations, guests and speakers. Prepare and submit expense reports, while complying with the guidelines set by the State of West Virginia and WVU. Complete PCard paperwork, billing documentation, applications for professional memberships, order supplies etc.
Submit/create purchase orders (PO's) and confirming orders based on invoices and quotes. Coordinate payment and processing for PO's and invoices. Ensure invoices are categorized correctly by account and sign off on them for payment.
Utilize the Unifier work order system to enter work order..., invoices, confirming orders, etc.
Compile certificates of insurance and other required contractor documentation as needed to meet procurement requirements.
Sort and distribute mail and packages.
Coordinate, schedule and track maintenance, cleaning, repairs and records for State vehicles.
Manage Facilities and Services and individual department websites, ensure updates are made and meet accessibility requirements.
Perform other general administrative duties such as filing, sorting, organizing, etc. or other duties as assigned.
Support new employee and student onboarding tasks. Prepare computers, office supplies, key requests and assist with other administrative on-boarding activities.
Assist and coordinate internal office moves, including preparation of offices for new employees or disposition of unwanted office furniture and equipment.
Coordinate renewal and payment for annual permit fees needed for various University operations
Coordinate and set up onsite learning events, where vendors provide food in conjunction with a presentation or training activity.
Assist with scheduling staff training and professional development.
Assist Training Coordinator with planning, implementing and tracking training as required.
Assist with adding and editing training within the SOLE training system.
Submit posters and messages for InfoStations.
Edit reports, SOPs and programs.
Attend meetings and special events and functions as deemed necessary.
Will maintain confidential materials, records and information, including research procedures records or other related information as required.
Coordinate and communicate EHS staff on-call annual schedule and after-hours paging system.
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.
Pay Grade: 12, WVU provides competitive wages for its employees, and takes experience and related education into consideration when determining appropriate salary.
Requires business or secretarial training obtained through a post-high school program of up to 18 months.
At least two (2) years of directly related experience working in a complex business or higher education office supporting senior level leadership.
Or equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Use of computers, faxes, copiers, printers. May sit for extended periods of time daily.
Ability to uphold high expectations of providing quality customer service.
Knowledge of office methods, procedures and protocol, along with thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
Ability to read and write in English.
Knowledge of general business mathematics.
Strong computer skills required using current software and technologies.
Proven skill in interacting with the public.
Organizational and time management skills required to manage multiple projects, reports, requests, and work load.
Ability to keyboard with accuracy.
Ability to take accurate telephone messages.
Ability to operate standard office equipment including fax, copier, electronic calculator, answering machine.
Ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
Ability to maintain confidentiality.
Ability to work independently.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
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: Apr 28, 2021
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 226985
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.