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Requisition Number 17-0083
Post Date 8/11/2017
Title Senior Program Administrator
Position Type Full Time
Work Hours 40 hpw
City Morgantown
State WV
Description Purpose
The purpose of this position is to coordinate the administrative and fiscal management of the WVU Injury Control Research Center (ICRC). Establishes, maintains, and enforces policies as they pertain to the administrative practices of the Center; assists the Director in the creation and implementation of programmatic policies and procedures. Is, within reason, empowered by the Director in his absence to work key administrative and financial issues and make final decisions as they affect the same. Responsible for the creation and administration of all budgets and accounts.

This position is responsible to oversee, plan, direct, and coordinate organizational activities including policy formulation, management of daily operations, and resource stewardship consistent with business objectives. It may oversee procurement, human resources, communications, finance, grants management, general operations, and/or office support. Provides operational leadership; requires creativity, and interpretive abilities to effectively resolve complex problems. Work effort has significant impact on personnel, budget and operations, producing major organizational, legal and financial results and/or liability.

Duties & Responsibilities
Responsibilities are functional in nature, and performed under nominal supervision. Specific tasks include, but are not limited to:
1) Responsible for Policy/Procedural Development
a) On behalf of the Director, develops policies and procedural guidance for the administrative management and fiscal responsibilities of the Center. Ensures for the implementation of said policies; evaluates and updates, as necessary. Disseminates information to Center faculty, staff, and students and ensures it is clearly understood by all. Ensures internal policy aligns with, and in no way contradicts, established rules and guidelines from the University and funding agencies.
b) Key member of Center leadership, contributing to the on-going strategic planning and goal-setting for the Center. Utilizes project management tools and techniques, as appropriate.
2) Responsible for Program Management
a) Manages, coordinates, and evaluates all administrative and fiscal matters for the Center. Primarily works independently and empowered with decision-making responsibilities in the working management of administration and finance. Reports to the Director of the Center; provides updates and requests managerial support and assistance, as necessary.
b) Plans, develops, implements and monitors the fiscal operations of grants and contracts including state, research corporation and foundation accounts. Advises Director of funding issues as they develop, and takes appropriate action as necessary.
c) With direction from the Center Director, serves as liaison for the Center to the Robert C. Byrd Health Sciences Center and other departments/agencies within WVU when pertaining to administrative matters, policy and procedure, fiscal issues, and problems/conflicts.
d) Provides primary support for internal Center staff meetings. Addresses questions/problems/concerns of the faculty and staff; makes recommendations/offers solutions; updates Center management on the status of grants, budgets, and accounts; disseminates findings and results to employees, as necessary.
e) Serves as the Center’s off-campus facility manager. Working closely with the WVU lease manager and the facility lessor, provides input and reviews lease documentation. Oversees/arranges for regular maintenance, related costs and fees, and serves as liaison to Center employees regarding infrastructure issues and problems.
f) Responsible for the packaging and timely submission of all grant applications and contractual agreements and for the creation of related budgets/justification. Works closely with the Office of Sponsored Programs, Health Sciences Center, School of Medicine and School of Public Health to ensure adequate pre- and post-award support for all funded activities.
g) Designs, develops, and implements administrative activities within the Center, ensuring they meet the specific needs and objectives of their respective missions and comply with requirements of WVU, the state of West Virginia, and all applicable funding sources. These administrative duties include:
• development and on-going maintenance of the Centers’ policy and procedures manual, supervisor’s guide, and newcomer’s orientation
• management and administration of leave programs
• direct liaison between the Center’s employees and the Department of Human Resources, responding to inquiries and questions relating to employee services, benefits, compensation, medical management, and training and development provides specific guidance to faculty and staff regarding travel, request for reimbursement of travel expenses, and the maintenance and use of the Center’s state-registered vehicle and parking privileges
• coordinates with Payroll Accounting to remedy employee pay problems
• responsible for the appropriate and on-going distribution of salaries via the multitude of grants/contracts/cooperative agreements that fund them.
h) Key to the Center’s financial planning to include the development and justification of multiple budgets; monitors all expenditures/deposits by account to ensure financial constraints are met and budgetary concerns addressed. Evaluates financial activities throughout the year and provides a monthly budget summary and analysis to the Center Director and other Center investigators for review.
i) Responsible for all contractual obligations, contract language, and financial issues between the Center and its constituents, both internal and external to WVU. Facilitates contract preparation, negotiations, and financial terms.
j) Oversees all personnel actions within the Center to include the creation and periodic review of position descriptions; the process to hire and orient new employees; and, to out-process those terminating employment. Responsible for, and assists other supervisors with the administration of their employees to include appraisals/evaluations, time records, benefits, and disciplinary procedures, when appropriate.
3) Responsible for Management, Supervision and Training of Staff. Directly responsible for all assigned administrative, clerical, and secretarial support staff within the Center.
a) Provides direct supervision of the administrative staff, ensuring an equitable distribution of work assignments and compliance with prescribed standards of time and attendance, accuracy of task completion, etc. Provides all required supervisory actions such as performance appraisals, administering disciplinary action, approving leave, and providing for both their personal and professional development.
b) Provides sufficient training and instruction to the administrative staff to ensure maximum productivity and proficiency. Conducts recurrent meetings to assess performance, update new procedures, and evaluate programs.
c) Establishes and enforces consistent administrative practices throughout the Center. Responds promptly and precisely to the administrative needs of assigned faculty and staff and delegates tasks appropriately to the administrative staff. Ensures all requests, administrative in nature, are completed in an “above satisfactory” manner.
4) Develops and maintains office structure / organizational settings in accordance with institutional, state, and federal guidelines. In coordination with Center leadership, assesses problems and directs corrective action within the confines of accepted office policy and procedures; provides a complete accounting of the same to the Center Director.
5) Coordinates facility needs for students working and learning at the Center, in doctoral research rotations, Masters-level graduate research assistantships, Center-supported doctoral traineeships, and Masters-level culminating experiences and internships.
6) Arranges, implements, and conducts (as directed) meetings, courses, training seminars, advisory boards and special events; ensures for a complete and accurate accounting of said events for historical and referral purposes.
7) Prepares both recurring and requested reports for the Director, HSC, WVU, and/or respective funding agencies.
8) Establishes office continuity through the creation of step-by-step task-breakdowns of all recurring administrative duties, ensuring continued office proficiency without performance degradation. Maintains responsibility for periodic review and update of this essential material.

Supervisory/Lead Role
This position reports to the Director, ICRC. This position will direct and coordinate operational function(s) under general guidance. Personnel supervision and work coordination of staff are required. In addition, general sharing of knowledge and team participation is expected in the role. Program, project or activity lead responsibilities will occur in this position.

Physical Demands
This position will require a high degree of mental effort and concentration. This position must be able to multi-task. Most of the time will involve sitting and working at a computer terminal. Other time would be required for walking, standing, talking, and listening. Infrequently may be required to lift equipment that weighs up to 25 lbs.

Work Environment
Works in standard office atmosphere with shared space and equipment. The work environment provides a basis for teamwork. Responsible to know and comply with all safety procedures.

Requirements Requisite Qualifications
Education and/or Experience
1) Bachelor’s degree in business, public administration, public health or related field;
2) 5 - 7 years of experience in office/program administration, including 1 – 2 years of supervisory or management experience
3) Equivalent combination of education and experience.

Skills, Knowledge, Abilities
1) Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, production methods, and coordination of people and resources.
2) Knowledge of budget forecasting and preparation.
3) Demonstrated knowledge of computer equipment and the software necessary to perform the functions of this position. These include word-processing, database applications, basic statistical programs (Microsoft Access, Excel), and project management applications/software.
4) Must be able to operate basic office equipment such as a computer, copier, fax, scanner, shredder, etc.
5) Develops and maintains skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.
6) Strong analytical skills.
7) Strong communication and business writing skills.
8) Skilled at building and maintaining effective relationships with internal/external stakeholders.
9) Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
10) Ability to write reports and correspondence.
11) Ability to speak effectively before stakeholders and employees of the organization.
12) Must demonstrate the ability to establish and maintain effective professional relationships and deal tactfully with other departments, organizations and external agencies.
13) Must possess the ability to train subordinate staff and to plan, coordinate, direct, and assess/evaluate their work performance.
14) Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
15) Ability to deal with problems involving several concrete variables in standardized situations.
16) Ability to improvise policies and practices when organizing new Center activities.

Behavioral Competencies
1) Technical skills – Strives to continuously build knowledge and skills; pursues training and development opportunities; assess strengths, weaknesses, and shares expertise with others.
2) Problem solving – Ability to identify issues, determine and execute effective solutions to problems. Gathers and analyzes information, identifies problems, develops alternatives, uses reason even when dealing with sensitive topics and works well in groups and resolves matters timely.
3) Internal & External Customer Service – Manages difficult or sensitive matters with objectivity and openness; responds promptly to needs and requests for service and assistance; meets commitments and dates, notifies others if change occurs; provides, solicits and applies feedback; and builds goodwill through balanced contributions, positive approach, respect and support of others.
4) Communications – Demonstrates group presentation skills, participates in meetings, listens and gets clarification, and is responsive.. Writes and edits clearly and informatively, varies style to meet needs, presents numerical data effectively, and able to read and interpret written information. Assists Director in preparation of formal presentations to administrators and faculty within WVU and to non-university audiences.
5) Organizational Support – Aligns work and develops strategies to meet organizational goals; seeks to improve and promote quality; demonstrates accuracy and thoroughness; and upholds organizational expectations and values. Strong attention to detail and follow through required in the position.
6) Self-Management – Responds to management direction; self-initiates on duties; resourcefully adapts to changes in work environment and circumstances; responds well under pressure and accomplishes tasks while effectively managing competing demands; takes calculated risks, asks for and offers help when needed; exercise discretion and sound judgment; is tactful and responsible for own actions. Adheres to work schedule and complies with leave management responsibilities.

Preferred Qualifications & Credentials
1) A master’s degree is preferred
2) Experience with WVU’s financial and grant management systems preferred (Oracle financial system, Mountaineer Marketplace, and Kuali Coeus grants management system)
  • AA/EOE/Minorities/Females/Vet/Disability/E-Verify Compliant Employer.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
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