Program Assistant II - School of Sport Sciences

The School of Sport Sciences in the College of Applied Human Sciences at West Virginia University is currently accepting applications for a Program Assistant II.

About the Opportunity

This position is critical to the functioning of the School of Sport Sciences (SoSS). The incumbent works with administration, faculty, staff, and students within the school and is the staff member assigned to providing primary support to the School Director with respect to the following areas. This position is on campus.

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)
  
• 15 annual leave (vacation) days per year or more based on years of service (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

Administrative and Operational Support

• Oversee and coordinate general administrative operations that support the ongoing activities of the school, such as organized records management, communication flow, and operational continuity.
• Serve as a primary point of contact for administrative needs within the unit, fostering clear communication and consistent service to faculty, staff, and students.
• Support the supervision and coordination of hourly and work-study student employees, helping to maintain effective work processes and time reporting.
  Contribute to operational continuity by providing back-up support for other administrative staff within the school and college.
• Monitor and manage unit-level resources and equipment to ensure availability, maintenance, and alignment with instructional or operational needs.

Faculty and Student Support

• Coordinate administrative processes that support faculty performance management and review activities, ensuring timely, accurate documentation and facilitation of school-level procedures.
• Support travel- and funding-related logistics for faculty and students, aligning processes with institutional policies and ensuring timely submission of documentation.
• Facilitate ongoing academic operations such as maintaining semester-based faculty office hour information and supporting systems aligned with academic scheduling.
• Manage administrative components of student financial support processes, including internal awards, assistantship appointments, and tuition waivers.

Personnel and Customer Relations

• Provide administrative support related to faculty search, hiring and onboarding logistics.
• Respond to inquiries and requests from faculty, staff, students, and guests in a responsive, timely, professional, and service-oriented manner, escalating complex matters when needed.
• Contribute to a welcoming, organized, and service-centered office environment that supports the academic mission of the school.

Event and Program Coordination

• Support the development and delivery of school-sponsored events, such as academic, professional, and community-building gatherings, in alignment with school goals.
• Collaborate with leadership and other staff to coordinate event logistics, communications, and resource planning to ensure successful implementation.

• Associate degree in related field.
• A minimum of one (1) year of experience involving:
  
  
  
  • Experience providing administrative support in an academic, nonprofit, or similarly complex organizational environment.
  • Experience coordinating logistics for meetings, events, or academic programs.
  • Experience managing records, data systems, or documentation with attention to accuracy and confidentiality.
  • Experience supporting personnel processes such as hiring and onboarding.
  • Experience communicating and collaborating with various internal and external stakeholders in a service-oriented role.
  
  
  
  
• 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

• Organizational and Administrative Skills
  
  
  
  • Demonstrated ability to manage records, schedules, and workflows in a structured and detail-oriented manner.
  • Effectively supports daily operations and adapts to evolving administrative priorities in a dynamic academic environment.
  
  
  
  
• Communication and Interpersonal Skills
  
  
  
  • Communicates clearly and professionally with diverse internal and external audiences, both in writing and verbally.
  • Serves as a reliable point of contact for inquiries, fostering positive relationships with faculty, staff, students, and visitors.
  
  
  
  
• Customer Service and Responsiveness
  
  
  
  • Provides timely, courteous, and effective support while managing competing priorities and sensitive issues.
  • Demonstrates a commitment to creating a welcoming and service-oriented environment aligned with institutional values.
  
  
  
  
• Teamwork and Collaboration.
  
  
  
  • Works cooperatively with colleagues across the school and college to support shared goals and maintain operational continuity.
  • Willingly provides back-up support and contributes to a culture of mutual support among administrative peers.
  
  
  
  
• Personnel Coordination
  
  
  
  • Supports the supervision and task coordination of hourly and student employees, promoting accountability and clear communication.
  • Demonstrates basic understanding of onboarding and hiring support.
  
  
  
  
• Process and Systems Management
  
  
  
  • Applies sound judgment in following administrative procedures related to scheduling, reimbursements, and institutional reporting.
  • Utilizes digital systems and tools to manage tasks such as documentation, filing, approvals, and workflow tracking.
  
  
  
  
• Event and Logistics Coordination
  
  
  
  • Supports event planning through coordination of logistics, communications, and resource planning in collaboration with leadership.
  • Demonstrates attention to detail and adaptability in preparing for academic, professional, and student-centered events.
  
  
  
  
• Discretion and Confidentiality
  
  
  
  • Handles sensitive information with professionalism and discretion in compliance with institutional guidelines.
  • Maintains confidentiality in personnel, student, and performance-related matters.
  
  
  
  

• Resume

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.