Office Administrator - School Of Social Work

The School of Social Work in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

This position provides high-level administrative support to a complex science unit, reporting directly to the Director. The major focus for this position is on the business and personnel needs of the school, including fiscal management of State, Research Corporation, and Foundation funding, providing Executive Assistance to the Director of the School, coordinating office workflow, supervising clerical staff and work-study students, and payroll.

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

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (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. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

This position will oversee the financial management and daily business operations in the School of Social Work. It is tasked with oversight of responsibilities necessary to successfully manage and thrive in the incentive-based, all funds, budget model for the school. The School awards degrees in several disciplines and has a robust externally funded research agenda. The position will provide assistance and make recommendations to the Director in assessing and monitoring expenditures and revenues while maintaining budget control within a complex set of internal and external funding sources. Monitors internal procedures for fiscal and administrative compliance by applying institutional, state, federal and school guidelines.

• Serves as the School's financial administrator for the incentive-based, all funds, budget to include central/State, entrepreneurial, WVU research corporation, WVUIC and WVU Foundation funding.
• Serves as a member of the Director's leadership and strategic planning committee.
• Serves as the Director's designee in fiscal affairs.
• Assures effective financial stewardship by optimizing school resources.
• Develops financial information related to programmatic needs in support of the unit's annual budget request.
• Prepares, reconciles, and manages school financial reporting.
• Closely monitors space, FTE, headcount, and other expenditure variables which will impact the unit's budget and operating margin. Monitors enrollment, course assignments and teaching loads which directly affect unit budgets.
• Closely monitors earned revenue to ensure revenue meets budget demands.
• Analyzes/evaluates school operations, trends, costs, commitments, and obligations.
• Oversees preparation of and approval process for all expenditures to include procurement, contracts, payroll, startup, summer support, summer school, Winter session/Maymester, human subject payments and other expenditure types.
• Initiates corrective action for any payroll issues.
• Identifies and posts account receivables to ensure College and University reports accurately reflect estimated revenue projections.
• Compiles statistical data for financial reporting.
• Assists Director in preparation of salary forecasts, retention efforts and merit pay recommendations, incorporating the market match salary data, evaluation information, and equity, by discipline or sub-discipline.
• Prepares requests for faculty incentive salary contracts, which includes amending salary funding sources with verification of amounts and funding.
• Prepares and submits check deposits in compliance with University and State cash handling policies.
• Oversees the School's eCommerce and other electronic transfers.
• Documents and provides data necessary for the preparation of institutional financial statements.
• Oversees the School's space allocation and prepares annual space audit.
• Prepares bi-annual inventory audit in compliance with institutional, State and federal policies and guidelines.
• Monitors and documents unrecorded assets for University financial statement inclusion.
• Manages the School's inventory control, disposal, and reporting in compliance with State and federal guidelines.
• Advises administrators and recommends courses of action.
• Serves in an advisory capacity following policies and procedures concerning personnel, purchasing, fiscal responsibilities, and College, University, and State guidelines.
• Serves as the liaison to the College business office and University level budget, finance, and business operations units.

Facilitates the School's external fund management. The incumbent will assist principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals.

Pre-Award Duties:

• Budget development/modifications.
• Coordination of grant submissions with the Office of the Dean, the Office of Sponsored Programs or the WVU Foundation.
• Provides agency/university guidelines and regulations.
• Providing faculty with guidance and procedural information.

Post-Award Duties:

• Grant expenditure financial reporting.
• Grant expenditure analysis (burn rates).
• Grant expenditure adjustments.
• Ensures cost share is documented and met.
• Reviews (and adjusts) salary expenses to reflect effort performed by award.
• Ensures effort reports are being reviewed, signed, and returned timely.
• Assists with preparation of financial reports to grantor agencies.
• Ensures grant guideline compliance.
• Advises faculty on WVU, WVU Research Corporation, and WVU Foundation policies and procedures.

Complex administrative support to the Director and the School

• Oversee the daily operations of the School's main business office. Advise administrators and recommend courses of action. Compose routine and complex, confidential correspondence requiring knowledge of programs, procedures and practices for the Director's signature. Serve as the Director's signature designee for routine items such as payroll forms, procurement, facilities work authorizations, etc. Serve in an advisory capacity following policies and procedures.
• Provide administrative support to the Director including calendar coordination, making travel arrangements, processing expenses/reimbursement, and recording meeting minutes.
• Oversee accreditation data reporting and contribute to development of accreditation documents.
• Coordinate course scheduling processes, including interfacing with the Director, program directors/coordinators, college personnel, and inputting the course schedule into CLASS. Oversee room scheduling.
• Coordinate workflow in the School to ensure clear communication of appropriate tasks for staff members. Manage the office in a manner that ensures all tasks are done well, while maintaining a positive work environment. Oversee functions that provide procurement, payables, mail, copiers/printers, mail, graduate and undergraduate student advising, student records, course scheduling, travel, property disposition (shredding confidential documents, property surplus, etc.), and other functions as may be required.
• Directly supervise a classified employee, student workers and others hired to assist with the School's duties. Develop and maintain accurate job descriptions for classified staff, faculty equivalent positions, Mountaineer Temp positions, and student worker positions within the school. Responsible for hiring, firing/disciplinary actions, and performance reviews of all office personnel. Ensure work is proceeding on schedule and that it meets quality/quantity standards. Interpret work guidelines and make work expectation clear. Delegate appropriate assignments. Manage the time and leave reporting system - MyTime. This includes ensuring that all leave requests and time card punches are accurate and approved for all supervised employees. Also serve as the designee for faculty that have hourly workers and assist them in reviewing and approving time cards.
• Maintain detailed records of office space assignments, furniture and equipment. Ensure that capital equipment is tagged with a University property tag. Serve as point of contact for University's bi-annual equipment inventory. Coordinate graduate student office assignments with graduate committee leads. Assist the Director in reallocation of space/equipment/furniture to better meet the school's evolving needs. Properly dispose of unwanted property and acquire new property. Oversee the completion of the space audit report which determines the Finance and Administration rate for the entire university. Maintain detailed records of research space assignments. Maintain the integrity and confidentiality of files including confidential office records.
• Assist Director in maintaining and developing alumni relations by and assisting in alumni communications.
• Assist Director in administrative tasks related to school Continuing Education activities.
• Coordinate and participate in conferences, events, celebrations, workshops, and meetings. Tasks include but are not limited to scheduling rooms/tables/chairs/AV equipment, hospitality, speakers, parking, registration, payment arrangements, communications with participants, drafting and/or distributing agendas/programs/handouts, etc.
• Serve as the building supervisor. This entails but is not limited to serving as the point of contact for the faculty, staff, students, Dean's Office, Environmental Health and Safety (EHS), Facilities Management and University Police for routine maintenance, communications to building residents, contractors working in the building, door access through ONITY lock system, suspicious events/acts, threats and behavior concerns, etc. Utilize the Facilities Management work request system to report issues or to request service.

Other duties as assigned.

• Bachelor's degree in accounting, Business Administration, Finance, or other related business field.

• A minimum of one (1) year of experience involving:

• Accounting Experience

• Complex administrative support

• Any equivalent combination of related education and/or experience will be considered.

• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Demonstrated ability to create and manage budgets
• Demonstrated knowledge of payroll and budget regulations and policies which govern them
• Demonstrated ability to manage an office
• Ability to understand external grant administration
• Demonstrated ability to utilize basic business office software such as the Microsoft Office suite
• Ability to learn University policies and procedures
• Ability to learn payroll & grants accounting
• Ability to supervise
• Ability to function and meet established deadlines
• Ability to plan and complete both short-range and long-range projects for the supervisor
• Highly self-directed and self-motivated with the ability to multi-task in a fast-paced environment
• Demonstrated excellent oral and written communication skills
• Demonstrated excellent customer service skills

Preferred Qualifications

• Experience in grants administration
• Supervisory experience