Administrative Assistant

Posting Details

Position Information

Job Category Staff Position Title Administrative Assistant Working Title Administrative Assistant Scheduled Hours Per Week 37.5 FLSA Status Non-Exempt

Job Summary

Job Summary

Concord University seeks a highly organized, detail-oriented, and service-focused individual to serve as Administrative Assistant for the federally funded TRIO Educational Opportunity Center (EOC) Program. This position supports the daily operations of a program serving approximately 1,000 adults annually throughout Mercer, Monroe, Raleigh, Summers, and Wyoming Counties of West Virginia.

The Administrative Assistant provides administrative, fiscal, data management, and operational support to ensure the efficient delivery of program services. The position assists project staff with participant recordkeeping, budget tracking, federal reporting requirements, outreach activities, communications, and day-to-day office operations while supporting compliance with U.S. Department of Education regulations and University policies.

This is a twelve-month, full-time position contingent upon continued federal funding.

Duties and Responsibilities

Duty/Responsibility

Administrative Support

• Provide administrative and clerical support to EOC staff.
• Maintain office records, filing systems, and participant documentation.
• Coordinate schedules, meetings, workshops, and project events. o Prepare correspondence, reports, and program materials.
• Fiscal Support o Track expenditures and maintain budget documentation.
• Assist with travel arrangements, travel documentation, and reimbursement requests.
• Maintain purchasing records and procurement documentation.
• Assist with processing invoices, purchase orders, and other fiscal transactions.

% of Time Duty/Responsibility

Outreach and Recruitment Support

• Assist with participant recruitment activities and community outreach events.
• Prepare promotional materials, registration forms, and participant communications.
• Coordinate logistics for workshops, events, and program activities.
• Support communication with participants, partners, and community organizations.

% of Time Duty/Responsibility

Data Management and Reporting

• Maintain participant intake, eligibility, and service documentation.
• Enter and verify participant information into project databases.
• Assist with data collection, quality control procedures, and federal reporting requirements.
• Maintain accurate participant records in accordance with grant regulations.

% of Time Duty/Responsibility

Website and Communications Support

• Assist in maintaining program website content and electronic communications.
• Assist with social media communications consistent with University policies.
• Coordinate dissemination of newsletters, announcements, and outreach materials.

% of Time Duty/Responsibility

Compliance and Records Management

• Maintain confidential participant files and records.
• Assist with monitoring visits, audits, program evaluations, and grant reporting activities.
• Ensure documentation complies with federal TRIO regulations, U.S. Department of Education requirements, and University policies.

% of Time Duty/Responsibility

Workshops and Program Support

• Provide logistical support for workshops, trainings, and special events.
• Assist staff with participant registration, attendance tracking, and event documentation.
• Prepare materials and resources for program activities and outreach initiatives.

Other duties as assigned

% of Time

Education/Knowledge

Minimum Education Associate's Required Licenses/Certification

Associate degree in Office Technology, Business Administration, Office Management, Administrative Support, or related field.

Preferred:

• Bachelor's degree in a related field.

Required Skills

• Demonstrated proficiency in the use of computer applications, including Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), database management systems, virtual meeting platforms, and other technology necessary for program administration, participant recordkeeping, data collection, and reporting.
• Strong organizational, communication, and recordkeeping skills.
• Ability to maintain confidentiality and manage multiple priorities in a fast-paced environment.
• Experience supporting federally funded programs.
• Experience with fiscal recordkeeping, and federal reporting requirements.

Required Experience

Type of experience Needed Progressively responsible experience in administrative support roles. Amount of Experience Needed (Months/Years) More than 2 years

Posting Detail Information

Close Date Open Until Filled Yes Additional Information

Concord University is a public comprehensive university with a rich history as one of the oldest institutions of higher learning in West Virginia. Founded in 1872 as a state Normal School to prepare teachers, Concord University (CU) is a public, career focused institution located in rural southern West Virginia.

Concord University (CU) offers talented individuals a wide array of fulfilling career opportunities from entry through academic or administrative professional levels. To maintain an outstanding talent pool, we employ individuals regionally, nationally, and internationally to attract top candidates.

If you are looking for more than just a job, then I encourage you to browse our website and visit our job opportunities regularly. Learn more about Concord University and why it should be your first choice, not only for quality educational opportunities but also for exemplary employment.

Applications will only be accepted through Concord University's online application site at https://jobs.concord.edu/. Review of applications will begin immediately and will continue until the position is filled. There will be a priority review deadline of 10 days from posting.

Salary is commensurate with education and experience.

Concord University is an Equal Opportunity/Affirmative Action Employer and encourages all qualified candidates to apply.

We are committed to attracting and retaining quality faculty and staff. In doing so, Concord University offers outstanding benefit packages including:

• Work week of 37.5 hrs.
• Holidays - Employees receive 13-14 Paid Holidays Annually
• Annual and Sick Leave -Staff earn up to 24 days of annual leave per year (max 360 hours) and up to 18 days of sick leave per year.
• Health Insurance - Concord University offers health insurance through West Virginia Public Employees Insurance Agency (PEIA).
• Tuition and Fee Waivers- Professional development and education opportunities including tuition waiver program for employees, spouse, and eligible dependents.
• Retirement Plans - TIAA's automatic retirement plan is a 401(a) plan into which six (6) percent of the employee's total salary is automatically withheld pre-tax and deposited into the employee's TIAA retirement account. The university matches the employees 6% contribution
• Life Insurance - Basic term life insurance ($10,000) at no cost and may purchase optional life insurance coverage with pre-tax earnings.
• Mountaineer Flexible Benefits. This is an IRS approved, tax free account that saves money on eligible health, medical, dental, and dependent care expenses.
• Annual Increment Pay

Quick Link to Posting https://jobs.concord.edu/postings/3430

Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

• Unofficial Transcripts
• Other Document