This position will provide high-level administrative and program coordination support to the Strategic Operations Director, Director of Research Administration and the Director of Scientific Development for the WV Clinical & Translational Science Institute
(WVCTSI). In this position, the individual performs functions such as preparing correspondence, receiving visitors, scheduling meetings and handling information requests. In addition, the Program Assistant may also answer phone calls, schedule appointments,
plan event logistics, prepare travel settlement documents, and process payments/invoices. Tracks documentation for human resources processes. Provides program support for instructors and/or site coordinators for the Syntegrity initiative and ECHO projects
along with the WVU Health Disparities program.
This position provides program support, as well as direct internal and external client support services. Responds to inquiries and independently resolves matters of low to moderate complexity. Responsibilities require some judgment, resourcefulness, and originality,
but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort has considerable impact on client services, program and project image, with potential legal liabilities.
Duties & Responsibilities
Responsibilities are functional in nature, and performed under general supervision. Specific tasks include, but are not limited to:
1) Plan, and organize meetings, events, and other projects using a variety of platforms and communications channels.
2) Prepare agendas and distribute appropriately.
3) Develop and use databases and spreadsheets to record, store, and analyze information.
4) Prepare requisitions and makes purchases for WVCTSI.
5) Coordinate travel for staff and visitors; prepares travel settlement documents as needed.
6) Perform general office duties, such as ordering supplies, maintaining records management database systems and basic human resources functions.
7) Answer phone calls and direct calls to appropriate parties or take messages.
8) Develop and maintain email and mailing distribution lists.
9) Compose and/or edit routine office correspondence and type correspondence and distribute utilizing Office Suite software.
10) Respond to inquiries related to WVCTSI programs as needed.
11) Draft social media and web content for WVU Health Disparities Program with oversight from the WVCTSI communications staff and Health Disparities Associate Director.
12) Greet visitors and direct to appropriate individuals.
13) Serve as back-up to provide administrative coverage in WVCTSI office.
14) Tracks documentation for human resources processes and supports human resources functions such as hiring, onboarding, and termination.
15) Open, sort and distribute incoming correspondence, including faxes and email.
16) Assist and/or follow direction of the supervisor for professional development and to determine course of projects.
17) Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
18) Comply with state, federal, and WVU/WVU Research Corporation policies.
This position reports directly to the Director of Strategic Operations with an indirect reporting line to the Director of Research Administration, the Director of Scientific Development and Associate Director of the WVU Health Disparities Program. Normally
receives general instructions on routine work, and general instructions on new assignments. Supervision of others is not required; however, sharing of knowledge with others and team participation is expected in the role. Program, project or activity lead responsibilities
will occur or be assigned in this position.
Activities are predominantly non-manual though some manual work involved with altering or transporting of products may be included. Duties require ability to lift, carry and/or push up to 30 pounds. Ability to effectively communicate and hear is necessary.
Constant use of a PC is required for this role. Some travel may be required.
Works in standard office atmosphere with shared space and equipment. Will on occasion experience external environment when preparing for and attending meetings, events, etc. Incumbent is responsible to know and comply with all safety procedures.
Education and/or Experience
1) An associate’s degree;
2) 3 – 5 years of experience performing high-level administrative support;
3) An equivalent combination of education and experience.
Skills, Knowledge, Abilities
1) Knowledge of or ability to quickly learn organizational policies and practices.
2) Knowledge of purchasing guidelines related to extramurally funded projects (Federal, State, Industry or Other organization) within an institution of higher education.
3) Thorough knowledge of office methods, procedures, practices, and protocol.
4) Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
5) Knowledge of basic social media standards.
6) Strong communication skills in interacting with persons of various social, cultural, economic and educational backgrounds. Ability to clearly communicate with a variety of groups including physicians, faculty, staff and community members.
7) Skilled at creating correspondence, reports, proposals, mailings, charts, graphs, forms, presentations, and memorandum.
8) Strong organization, time management, multi-tasking and prioritization skills.
9) Demonstrated skills with WVU Purchasing Card (P-Card) software as well as P-Card processing business practices and institutional policies.
10) Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
11) Demonstrated skills in applying general human resources business practices.
12) Demonstrated ability to operate a personal computer utilizing various word processing packages such as Word, Excel, Power Point, etc. for reports, graphs, mailings and presentation development, along with the ability to set up video conferences.
13) Ability to simultaneously coordinate many different administrative tasks, determine relative importance of each, set deadline, and complete projects in a timely manner.
14) High level of attention to detail.
15) Ability to read, comprehend, write, and edit correspondence and reports.
16) Ability to understand and to carry out instructions furnished in oral, written, or diagram form.
17) Ability to work as part of a team and anticipate the needs of team members to maintain a positive, effective work environment.
18) Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
19) Demonstrated ability to apply initiative in performing administrative support in a variety of subjects, programs, or projects.
20) Ability to estimate, add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
21) Ability to do mathematical reports and support of financial and accounting functions in conjunction with program and project controls.
22) Ability to maintain proper unit attendance and punctuality standards.
23) Ability to effectively address issues with several variables in standardized situations.
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 – Gathers and analyzes information, identifies problems, develops alternatives, uses reason even when dealing with emotional topics and works well in groups and resolves matters timely.
3) Internal & External Customer Service – Manages difficult or emotional 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. Participates effectively as a team member.
4) Communications – Demonstrates group presentation skills, participates in meetings, listens and gets clarification, is responsive and speaks clearly and persuasively in positive and negative situations. Writes and edits clearly and informatively, varies style
to meet needs, presents numerical data effectively, and able to read and interpret written information.
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.
6) Self-Management – Responds to management direction; resourcefully adapts to changes in work environment and circumstances; responds well under pressure and manages competing demands; takes calculated risks, asks for and offers help when needed; is tactful
and responsible for own actions. Adheres to work schedule and complies with leave management responsibilities.
Preferred Qualifications & Credentials
Education and/or Experience
1) Program support experience in a higher education setting in the area of public health or biomedical sciences
2) Bachelor’s degree in communications/public relations, public health, health promotion/health education or related field.
- AA/EOE/Minorities/Females/Vet/Disability/E-Verify Compliant Employer.
- Please view Equal Employment Opportunity Posters provided by OFCCP
- 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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