Administrative Associate, 25-061

Administrative Associate

Position #25-061

 

WVU Parkersburg is a Community and Technical College located in Parkersburg, WV, with a branch in Ripley, WV, and soon to be Vienna, WV (We are not a branch of West Virginia University). We are dedicated to teaching and are accredited by the Higher Learning Commission to offer certificates, associate and bachelor’s degrees.  This position may require work at our Main Campus in Parkersburg, WV, or at one of our branch locations in Vienna, WV, or Ripley, WV.

 

Benefits

• Retirement plan with 6% mandatory every pay (biweekly) that is matched 100%
• Free $10,000 life insurance policy
• Your choice of 7 different Health Insurance plans through peia.wv.gov and flexible benefits such as Accident Insurance, Hospital Indemnity Insurance, Critical Illness Insurance, Flexible Spending Accounts (Healthcare & Dependent Care), Health Savings Account, Dental, Vision, Short-Term Disability, Long-Term Disability, Group Legal Plan, and Hearing
• Annual and Sick leave for full time non-exempt staff, exempt staff, and 12-month faculty
• Minimum 12 paid holidays per year
• WVU Parkersburg tuition wavier (if eligible) for an employee, employee’s spouse or dependent of a full-time benefits eligible employee who is 24 years of age or younger

 

To Apply

• Submit an Employment Application packet available at wvup.edu/jobs
• If the position requires a degree, attach a scanned copy of your unofficial college transcripts with the Employment Application packet.
• WVUP is an Equal Opportunity Employer. Minorities/Veterans/Disabled Encouraged to Apply.

 

Posted

05/28/2025 with an application deadline of 06/11/2025.

 

Employment Status

Non-Exempt/Classified/Hourly Staff, full-time regular, benefits eligible position.

 

Shift

Variable. Standard hours (8:00am – 4:00 pm). Full time is considered 37.50 hours a week.

 

Primary Location

Main Campus

 

Pay Grade

04 (Salary is commensurate with education and experience)

 

Function/Summary

This Administrative Associate is integral to the operations of the Professional Studies Division, playing a crucial role in ensuring the smooth and efficient operation of the division by providing comprehensive administrative support and management. Responsible for managing a broad array of tasks as described in the following job description, this position offers an opportunity to contribute greatly to the overall success of the division and to the broader achievement of WVU Parkersburg organizational goals.

 

Minimum Qualifications

Education:

• Associate degree in Office Administration or a related field OR equivalent education and/or experience

 

Experience:

• 2 years directly related work experience

 

Licensure:

• N/A

 

Knowledge, Skills & Abilities

• Competence in using a variety of office software programs.
• Understanding of general office procedures, protocols, and best practices in administrative management.
• Excellent organizational skills across a broad range of responsibilities.
• Excellent written and verbal communication skills, including the ability to communicate professionally with students, staff and faculty.
• Ability to handle multiple tasks simultaneously, managing diverse responsibilities efficiently.
• Proactive approach to work, taking the initiative to identify areas for improvement and implementing solutions.
• Ability to work collaboratively with colleagues to achieve common goals and enhance the effectiveness of the division.
• Flexibility to adapt to changing priorities, unexpected situations, and evolving needs of the Professional Studies Division.
• Skill in building and maintaining positive relationships with faculty, staff and students.

 

Duties/Responsibilities

Administrative Management 60% ·         Provides general advising for students. ·         Coordinates semester class schedules, which includes entering information into Banner and updating course schedules. ·         Works with other divisions to enter information into college database. ·         Maintains schedules for division dean, coordinators, and division faculty. ·         Maintains student records, college database and division database. ·         Assists in planning and preparing for division meetings. ·         Prepares supplemental faculty contracts and maintains faculty files. ·         Communicates with and supports adjunct faculty. ·         Compiles new hire adjunct documentation. ·         Prepares adjunct and supplemental contracts and submits all adjunct book adoptions. ·         Participates in and responsible for recording, distributing, and posting accurate minutes of o    division meetings o    department meetings o    advisory committee meetings ·         Downloads and distributes student evaluations of faculty. ·         Coordinates travel arrangements and prepares reimbursements for staff and cooperating field supervisors. ·         Utilizes department and/or institutional policies, practices, and procedures to answer questions and resolve problems and issues. ·         Coordinates complex appointments, meetings, and travel itineraries. Triages scheduling issues.

Office Management 25% ·         Monitors division budgets. ·         Maintains general office budget and office inventory. ·         Submits all purchase requisitions for the division. ·         Answers phone. ·         Greets students and division visitors. ·         Maintains division publications and handbooks. ·         Creates and oversees departmental files, databases, and reports. ·         Represents the office as administrative liaison and responds to non-routine inquiries. ·         Maintains office and/or laboratory supplies and inventory; maintains website. ·         Coordinates mass mailing and/or email distribution.

Other Divisional Responsibilities 10% ·         Collects and records documentation of student requirements for field placement. ·         Communicates with participating agencies regarding field placement. ·         Creates agreements and invoices for payment of stipends to participating agencies. ·         Processes mini grants, assists with partnership events, and assists in coordinating other meetings in cooperation with outside agencies. ·         Manages Praxis voucher system. ·         Organizes hospitality for division and stakeholder meetings. ·         Arranges transportation services for partnership activities. ·         Assists with Multi-Disciplinary Studies program as needed.

General 5% ·         Other duties as assigned.

WVU Parkersburg is an Equal Opportunity Institution and does not discriminate on the basis of race, sex, pregnancy, age, disability, veteran status, religion, color, ancestry, or national origin in admission, employment, educational programs or activities. Further, faculty, staff, and applicants are protected from retaliation for making complaints or assisting in investigations of discrimination. WVU Parkersburg will take steps to assure that a lack of English language skills will not be a barrier to admission and participation in career and technical education programs. Auxiliary aids and services are available upon request to individuals with disabilities. WVU Parkersburg provides a collegial and respectful environment that values the contribution of all faculty, staff, and students.