Temporary Administrative Assistant - Mathematics
West Virginia University

Job Info

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Description

West Virginia University Arts & Sciences is currently accepting applications for a Temporary Administrative Assistant.

About the Opportunity

As a Temporary Administrative Assistant, you will manage the daily administrative affairs of the School of Mathematical and Data Sciences (Mathematics, Statistics, and Data Science), including fiscal management of State, Research Corporation and Foundation funds. In addition, the incumbent provides high-level administrative support to the School Director, supervises staff and students, provides grant management support to principal investigators, and manages payroll responsibilities.

What you’ll do:

• Financial Responsibilities
  • Oversee the daily operations of the School of Mathematical and Data Sciences. Monitor internal procedures regarding fiscal and administrative policies following University, State, and federal guidelines. Compile statistical data for financial reports. Advise the Chair on fiscal matters and recommend course of action. Assist the Chair in assessing, monitoring, spending, and budget control of complex internal and external funding sources within a major department. Serve in an advisory capacity following policies and procedures concerning personnel, payroll, purchasing, financial matters, and College, University and State guidelines.
  • The incumbent will assist principal investigators with administrative and financial tasks associated with pre-award and post-award grant proposals. Provide faculty with guidance and procedural information in the following areas: budget assistance, communication of agency deadline dates, coordination of grant submissions with the Office of the Dean and with the Office of Sponsored Programs, grant expenditure reporting and analysis (burn rates), preparation of financial reports to grantor agencies, ensure faculty are following grant guidelines and that the money is being used for the purposes for which it was provided. Oversee the federally required Effort Reporting activity for the Department.
  • Complete appropriate payroll forms and Requisitions for new and returning faculty, staff and student workers to be submitted to the Business Office and Shared Services. Submit payroll request forms for Per Course faculty each semester, including Approved Overloads where appropriate. Advisechair, faculty and staff on university hiring practices, job titles, and payroll procedures and time lines. Assist faculty in preparing payroll requests. Review all payroll requests before submission to the Eberly Business Office and Shared Services making necessary changes and corrections. If payroll errors occur, take initiative to correct through communication with Shared Services and the ECAS Business Office. Assist chair in preparation of salary forecasts and merit pay recommendations. Prepare requests for faculty incentive salary contracts, which include verification of amounts and funding. Prepare check deposits for submission to the Bursar’s Office and WVU Foundation.
  • The incumbent oversees all procurement transactions in Mountaineer Market place and MyExpenses. Employee purchases of office supplies must follow all applicable WVU procurement card policies and WVU Foundation expenditure policies. Reviews all department requisitions for accuracy and contacts faculty or staff members when there is an issue with a requisition. Oversees and assists the preparation of travel forms for faculty, staff, students and visitors.
  • Verifies that all necessary documentation is present for filing expenses. Works with the Shared Services to resolve travel paperwork  issues. Oversees and approves travel arrangements for faculty and visitors.
• Managerial Responsibilities
  • Provide high-level administrative support for the Director of the School of Mathematical and Data Sciences. Provide guidance to the Director in a variety of areas and recommend best course of action. Compose routine and complex, confidential correspondence requiring knowledge of programs, procedures and practices for the Director’s signature. Assist the Director in the coordination of the Promotion and Tenure process. Schedule appointments and manage calendar for the Director as needed.
  • Directly supervise a classified employee and student workers. Develop and maintain accurate job descriptions for classified staff, faculty equivalent positions, Mountaineer Temp positions, and student worker positions within the department.
  • 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 – Applaud. This includes ensuring that all leave requests and time card punches are accurate, and making corrections for all supervised employees.
  • Manage 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. Coordinate the asset inventory report requested by central administration. Maintain the integrity and confidentiality of all departmental files.
  • Coordinate and participate in conference, workshops, and committee meetings. Schedule appointments using judgment and knowledge of prior obligations and commitments. Adjust meetings, as appropriate. Schedule committee meetings making all arrangements relating to location, time and date, and notifies participants of arrangements and purpose of the meeting via memorandum or telephone.
  • Oversee the management of the electronic lock system and the assignment of offices. 
  • Other duties as assigned.

Qualifications

• Bachelor's degree in related field or equivalent knowledge and experience.
• A minimum of one (1) year of experience involving:
  • Budget development/management
  • Administrative office experience
  • Grants administration (preferred)
  • Supervisory (preferred)
• 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 and proposal development
• Demonstrated ability to utilize basic business office software, including but not limited Oracle applications, Microsoft Outlook, Word, Powerpoint, Excel, and Microsoft Access
• Ability to learn University policies and procedures

About WVU

N/A

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