Program Assistant I - Graduate Education And Life

The Office of Graduate Education and Life at West Virginia University is currently accepting applications for a Program Assistant I.

About the Opportunity

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

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)
• 15 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

• Fellowship Applications and Award Processes

• Support the office in the Graduate Fellowship and Scholarship application processes, which includes

• Train on Grad App, Qualtrics, and other systems used in facilitating application processes

• 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, distribute students to reviewers appropriately

• Update terms and conditions, letters and fellowship acceptance form

• Monitor acceptance forms

• Send regrets emails

• Filing/records

• Front Line and Administrative Duties

• Handle office administration and front-line duties which includes

• Answer Grad Ed 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

• Maintain office contacts, including program directors, tuition waiver submitters and approvers, and graduate faculty membership

• Support periodic events, including participant registration, room reservations, Zoom links, catering requests, and set up and tear down for in-person events

• Additional duties as assigned in support of graduate and undergraduate academic programs

Pay Grade: 12

• Associate's Degree in related field
• A minimum of six (6) months of related experience.
• Experience with WVU information systems such as Common App, Qualtrics, Star Banner, Argos, and others preferred.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Excellent written and spoken communication.
• Ability to use (or quickly learn to use) computer applications such as MS Word, Excel, Outlook, mail merge, Common App, Qualtrics, Star Banner, Argos, and others.
• Strong organizational skills.
• Basic data analysis skills.