(Hybrid) Program Specialist - College of Business & Economics

The John Chambers College of Business & Economics at West Virginia University is currently accepting applications for a (Hybrid) Program Specialist.

About the Opportunity

The Program Specialist provides administrative and operational support to 2-3 College centers, as well as 1-3 Academic departments. Provide high level, independent, and complex administrative support to the Centers/ Departments of the John Chambers College of Business and Economics. Assignments are carried out using self-initiative without detailed instructions. Position involves extensive contact with faculty, students, parents, alumni, the public, outside academic institutions, and agencies and firms necessary to the smooth functioning of the Department's programs and the completion of their educational mission.

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
• 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 (this position is a benefits-eligible non-classified staff position)
• 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:

Center Administrative and Financial Support

Will support the Kendrick Center for an Ethical Economy, Center for Career Development and other centers to be determined.

Financial Oversight and Planning:

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  • Collaborate with center directors, the college business officer, and other stakeholders to develop financial and budgetary plans that align with institutional priorities.
  • Monitor expenditures and revenues across all funding sources, ensuring compliance with university financial policies.
  • Prepare, analyze, and present quarterly financial reports with actionable recommendations for resource allocation and budget optimization.
  • Develop and maintain tracking tools to monitor fiscal data, including revenue streams, grants, and operational expenditures.
  • Oversee accounts payable processes, payment of invoices, vendor registrations, and purchasing.
  
  
  
  
• Event Planning and Coordination:
  
  
  
  • Create and execute program-specific events or projects independently, ensuring alignment with institutional goals and stakeholder expectations. Events including but not limited to: conferences, workshops and seminars
  • Manage event budgets, contracts, and logistics, ensuring alignment with center goals and stakeholder expectations.
  • Arrange travel accommodations and honorarium payments for guest speakers, scholars, and other attendees as required.
  • Coordinate marketing and outreach efforts for center events in collaboration with the college communications team.
  
  
  
  

Department Administrative Support

• Chair Support:
  
  
  
  • Provide administrative support to department chairs, including calendar management, special projects, travel arrangements, and inter-departmental coordination.
  • Serve as a first point of contact for the department, managing inquiries and providing referrals as appropriate.
  
  
  
  
• Process Management and Reporting:
  
  
  
  • Maintain and update departmental webpages in coordination with the Chair and College webmaster to ensure accurate and timely information.
  • Support promotion and tenure processes, ensuring compliance with university deadlines and data integrity in the watermark system in conjunction with Chair and College watermark administrator.
  • Manage departmental catalogs for curriculum updates, collaborating with the Chair and Associate Dean to ensure accuracy.
  • Produce reports summarizing program performance, financial data and event outcomes to aide directors or chairs in decision-making.
  
  
  
  
• Faculty and Staff Support:
  
  
  
  • Facilitate training on WVU systems such as MyTime, MyTravel, and MyExpenses; arrange for additional training sessions as needed.
  • Support Faculty and Departmental purchasing needs.
  • Assist program coordinators with administrative tasks for master's and PhD programs, including applicant communication, packet review, and event planning.
    
  
  
  
  
• Operations Support
  
  
  
  • Process job postings for student workers, adjunct hires, graduate assistants, and faculty positions, managing applicant dissemination, interview scheduling, and onboarding tasks.
  • Compile and manage adjunct teaching needs, ensuring timely submission and approval of contracts.
  • Support tracking of departmental budgets and provide guidance on expense approvals, ensuring adherence to university and college policies.
  • Manage PCard transactions and reconciliations for both centers and departments.
  • Support grant submissions with administrative tasks and budget preparation in collaboration with the research office.
  • Provide travel coordination for faculty, staff, and guests, ensuring compliance with university policies.
  
  
  
  
• Event Management
  
  
  
  • Plan, budget, and coordinate departmental events, including faculty meetings, student recognition ceremonies, and conferences.
  • Lead large scale events with comprehensive logistical management including outreach, vendor negotiation and post event evaluation.
  • Provide comprehensive logistical support for guest travel arrangements, honorarium payments, and event-related communications.
  
  
  
  

• Bachelor's degree in business administration or a related field.
• A minimum of one (1) year in an administrative role, preferably in higher education or a similar professional environment.
• 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

• Attention to Detail: Exceptional focus on accuracy and a strong sense of organization.
• Communication: Excellent interpersonal and written communication skills, enabling effective interactions with internal and external stakeholders, including high-level administrators and business professionals, while exercising sound judgment and discretion.
• Relationship Building: Proven capability to establish trust and nurture relationships with staff, faculty, and peers, fostering collaboration to achieve desired outcomes.
• Policy Knowledge: Rapid acquisition of comprehensive knowledge pertaining to University and College policies, office methodologies, procedures, and protocols, with an ability to articulate complex information related to policies and procedures.
• Problem-Solving: Independent research and problem-solving aptitude, particularly in situations where guidelines and policies may not be readily available.
• Event Coordination: Proficiency in planning, coordinating, and executing intricate meetings and events.
• Flexibility: Willingness to be available outside of regular office hours when necessary.
• Technical Skills: Strong computer proficiency, including the ability to quickly adapt to new systems and software programs. Proficient use of business office software such as Excel, Word, Outlook, Teams, and Zoom.
• Confidentiality: Commitment to maintaining confidentiality and demonstrating discretion as required.
• Time Management: Effective time management skills for efficiently handling tasks and responsibilities.
• Prioritization: Skill in prioritization and managing competing demands effectively.
• Judgment and Initiative: Demonstrated capacity to exercise judgment, discretion, and initiative across a range of assignments.
• Etiquette: Familiarity with standard principles of business and social etiquette.

Preferred Qualifications

• Experience managing financial records and coordinating events.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and received an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.