Temporary Administrative Secretary - College of Business and Economics

The Department of Undergraduate Programs in the John Chambers College of Business and Economics at West Virginia University is currently accepting applications for a Temporary Administrative Secretary.

This position performs a variety of secretarial and administrative duties in support of the John Chambers College of Business and Economics undergraduate recruitment, academic advising, and retention initiatives. The incumbent will provide reception and clerical support to the Office of Undergraduate Programs, the Director of Recruitment and Retention, and the Assistant Dean for Undergraduate Programs.

What You'll Do:

Main Desk Operations

• Direct all front desk office operations and monitor and replenish program literature available for dissemination to current and prospective students.
• Greet students, faculty, staff, and visitors in a professional and courteous manner.
• Responsible for having students check in for appointments, including ensuring that technologies (kiosk and Navigate) are working properly.
• Assume primary responsibility for answering incoming telephone calls and direct inquiries to appropriate staff in the Office of Undergraduate Programs.
• Assume secondary responsibility for answering incoming telephone calls and direct inquiries to appropriate staff in the Office of Graduate Programs when administrative staff for this writ is unavailable.
• Disseminate program literature and refer prospective and current students to appropriate websites for specific information.
• Screen student inquiries to determine what information is needed and make referrals to other departments such as: Office of Admissions, Office of the University Registrar, Office of Financial Aid, Office of International Students and Scholars, Office of International Programs, Center for Career Development, and Office of Student Accounts.

Beta Gamma Sigma Program

• Maintain a comprehensive list of students eligible for initiation into Beta Gamma Sigma for the College of Business and Economics majors.
• Assist the Advisor for Beta Gamma Sigma in delivering invitations for initiation.
• Plan initiation banquet
• Submit all information as required by Beta Gamma Sigma's national office.

Administrative and Department Support

• Assign advisors to new students entering the College and assist with the management of student/advisor caseloads as instructed by the Director of Undergraduate Programs.
• Assign tasks to undergraduate student workers, monitor and evaluate work performance, and approve reported time in MyTime.
• Assist with May and December Commencement ceremonies.
• Assist as needed with New Student Orientation.
• Assist with other special events as needed.
• Coordinate the scheduling of appointments for the Assistant Dean, the Director of Undergraduate Programs, Director of Recruitment and Retention, and academic advisors.
• Complete all travel for all members of Undergraduate Programs and processes invoices.
• Track, monitor, and purchase office supplies for all aspects of Undergraduate Programs.
• Record minutes of staff meetings.

Fiscal/Budgetary Management

• Responsible for monitoring and maintaining the department's operating budget in accordance with appropriate line items.
• Process all payments of invoices in accordance with procurement guidelines established by the State Auditor General's Office.
• Work closely with the College's Expert Business Office/Shared Services to monitor operating expenditures and report inconsistencies to the Assistant Dean.

Pay Grade: 10

Length of Assignment: Approximately 3 months

• Associate degree in business or related field.
• A minimum of one (1) year of related experience.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Preferred Experience:

• Experience working as a teacher's aide.

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 is the recipient of 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.