(Hybrid) Office Administrator - School of Nursing Morgantown Campus

The School of Nursing at West Virginia University is currently accepting applications for a (Hybrid) Office Administrator.

About the Opportunity

This position provides support to the WVU School of Nursing (SON) Research and Scholarly Activities Department (RSA), Community Engagement Department (CE), and the Inside/Outside Undergraduate Track Program (IOUT) in the Morgantown campus; responsible for implementing and managing state and grant funded activities and other extension sites served by the departments; initiates, leads, evaluates activities, and uses problem solving skills to achieve departments' goals.

This position also oversees and coordinates special projects; implements and evaluates all special and regular department activities; assists both Associate Deans of RSA and CE in everyday tasks; assists in managing all federal/state/foundation grant budgets through the WVU Office of Sponsored Programs (OSP), WVU Foundation, and other entities in collaboration with Associate Deans, Business Office, and the Dean. This individual will work closely with other departments within the SON, as well as external parties.

This position will provide high-level administrative and analytical support to leadership in areas related to strategic planning, financial and budget forecasting, policy development, and decision-making at the direction of the Dean. This role is essential in ensuring the smooth operation of program initiatives and contributes to the long-term success of the organization through data-informed recommendations and coordination of planning efforts.

In addition, this position is responsible for varied and complex duties and independently function as liaison between faculty, students, and staff from the other campuses. The individual must be capable of making independent day-to-day decisions and exercising sound judgment in applying relevant guidelines, policies, and procedures, including those pertaining to research and community engagement initiatives. This position reports directly to the Executive Assistant to the Dean. The ability to travel to each of the WVU regional campuses and/or within the multi-state area is required.

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 (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

Research and Scholarly Activities Department
* Manages departmental budget in collaboration with Associate Dean for Research and Scholarly Activities (RSA) and Associate Dean for Community Engagement (CE), SON Business Office, and the Dean. Budget includes federal, state, and foundation funds; formulate multiple-year financial reports of accounts.
* Keeps track of funding accounts (funding strings); allocates expenditures, independently adjusts budgets as needed and processes expenditures through the use of the procurement cards, following all rules regarding reconciling the purchase in a timely fashion; uses Amazon Business or Mountaineer Marketplace, the preferred way to purchase when applicable; assist with the purchases of equipment and supplies for the RSA and CE departments, and grant-funded projects in accordance with the appropriate University, School of Nursing, and state guidelines for purchases, including maintaining accurate accounting records; submits payments and reimbursements through WVU and WVU Foundation systems for both RSA and CE departments
* Serves as delegate for monitoring, managing, and approving timecards for student workers or research assistants for both Research and Scholarly Activities (RSA) and Associate Dean for Community Engagement (CE) departments.

Community Engagement Department and the Inside/Outside Undergraduate Track Program
* Supports strategic outreach and partnership initiatives through effective communication and logistical coordination.
* Tracks and analyzes faculty and staff participation in community engagement activities and report outcomes.
* Manages registration, payment processing, and enrollment for continuing education programs.
* Maintains and updates records for the statewide Faith Community Nursing network.
* Assists in the preparation and submission of grant proposals to support community-based programming.

General Administrative Support
* Involves in strategic planning, financial/budget forecasting, policy making, and decision making for leadership in the SON at the direction of the Dean.
o For SON strategic planning support, this position will assist the leadership in the development, implementation, and monitoring of strategic initiatives. Coordinate planning sessions, compile data, and prepare reports to inform strategic decisions. Then, track progress on strategic goals and provide updates to leadership.
o For financial and budget forecasting, this position will support budget development and financial planning processes. This individual will work with the Director of SON Business Office to collect and analyze financial data to assist in forecasting and resource allocation. Also, assist with budget reports and variance analysis.
o For SON policy development, this position will assist in conducting research and analysis to support policy formulation and revision. Draft policy documents and assist in stakeholder review processes. Also, maintain records of policy changes and ensure dissemination to relevant parties.
o For decision-making support, this position will compile and synthesize data to support evidence-based decision-making. Prepare briefing materials, presentations, and summaries for leadership. Then coordinate cross-functional input and feedback for key initiatives.
* Provides direct administrative support to the Associate Deans for RSA and CE; coordinates and oversees departments' operations ensuring in-person and remote workflow.
* Monitors and prioritizes everyday workload of both departments to ensure timely and efficient operation.
* Collects, analyzes, and reports data using Qualtrics and other digital platforms to support institutional reporting and strategic planning.
* Coordinates event planning, outreach activities, and follow-up communications for research and community engagement initiatives.
* Requests rooms for meetings and conferences through the Morgantown Campus room scheduling site.
* Reviews all incoming mail and distributes appropriately; uses good independent judgement on responding to this mail.
* Independently answers inquiries and manages incoming and outgoing communications whether by phone, email, or person-to-person contact with students, faculty, research participants, community stakeholders or the general public.
* Prepares and prints academic posters for faculty and student presentations at conferences.
* Assists faculty travel for conferences, including registration, air fare, lodging, car rental, etc.; keeps abreast of all new travel guidelines in accordance with university rules.
* Works with nursing students on projects; analyzes and resolves problems based on knowledge of the University policies and procedures.
* Keeps up to date on procedural manuals which change frequently, to ensure compliance with guidelines and standards, especially for travel and budgetary procedures.
* Develops and implements systems to improve administrative efficiency and communication.

• Bachelor's degree with a preference in business, office administration, or a field directly related to the area of assignment OR equivalent combination of experience and training which provides the required knowledge, skills, and abilities for the duties and responsibilities inherent in the nursing program assistant position.
• A minimum of one (1) year of experience in the following:
  • Managerial: or administrative assistance work in a business to assure comfort in organizing complex and diverse workload, and in supervising and collaborating with other personnel.
  • General office procedures

  • Experience interpreting policies, college catalogs, grant applications, oracle system and prior work with educational curriculums, GPA, etc. is desirable but difficult to find.

• 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

• Highly organized with meticulous attention to detail and accuracy.
• Excellent interpersonal skills for negotiating with diverse state, educational and health care agency personnel, faculty, students, research participants, and external stakeholders.
• The ability to interpret and apply university, school, grant, and accreditation bodies policies and procedures.
• Excellent communication, managerial, and typing skills. Proficient in Word, Excel, Zoom, Microsoft Teams, Outlook, Doodle Poll, Qualtrics, and other software used.
• Basic accounting skills to track local, state, and national grant budgets with ability to review, reconcile, and dispute purchase orders.
• Understanding of importance of compliance with confidentiality/privacy laws/regulations (including Collaborative Institutional Training Initiative (CITI), Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA) and annual HIPAA training.
• Proactive problem-solver with a commitment to continuous learning and development.
• Ability to work independently, problem solve, and reason through situations, often with minimum guidance.
• Self-directed and capable of managing multiple priorities in a dynamic environment.
• Demonstrated ability to analyze complex administrative processes and implement improvements.

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.

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 an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.