Administrative Assistant - Center for Excellence in Disabilities

The Center for Excellence in Disabilities at West Virginia University is currently accepting applications for an Administrative Assistant position.

About the Opportunity

The Administrative Assistant serves as the welcoming and resourceful first point of contact for individuals visiting or contacting the WVU Center for Excellence in Disabilities (CED). This position plays a central role in ensuring a positive and welcoming experience for clients, families, students, and staff by greeting visitors, responding to inquiries, connecting individuals to appropriate programs, and supporting center-wide initiatives.

The Administrative Assistant also coordinates key center-wide administrative functions, including logistics for the Community Advisory Council, communications about CED trainings and events, maintenance of center building events (Equities and Morgantown), support internal groups such as the Employee Council, administrative support for the center director, and coordination of center-wide activities proposed in the 5-year work plan.

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 (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:

Client and Visitor Support
* Greet and assist all CED visitors, clients, students, and families in a professional, courteous, and inclusive manner.
* Respond to questions and requests for information by phone, email, and in person, ensuring timely and accurate responses.
* Connect clients and families to appropriate CED programs or community resources based on needs and inquiries.
* Maintain a welcoming, organized, and accessible reception area with up-to-date information about CED programs, events, and resources.
* Ensure compliance with confidentiality and accessibility standards consistent with WVU and CED policies.
Student Orientation and Support
* Coordinate and support general orientation for students, interns, and trainees assigned to the CED, including building navigation, safety procedures, and general resource information.
* Maintain orientation materials and ensure they are updated with current program and staff information.
* Communicate with supervisors and program staff regarding student placements and assist with scheduling or space coordination as needed.
Community Advisory Council Coordination
* Plan and facilitate logistics for quarterly CED Community Advisory Council meetings, including:
o Scheduling, meeting preparation, and agenda development.
o Coordinating travel reimbursements and processing related documentation.
o Taking and distributing meeting notes or summaries.
o Managing member communications and maintaining an updated roster.
o Supporting council engagement between meetings.
Training and Communication Support
* Assist in the dissemination of information about CED trainings, workshops, and professional development opportunities through email, website updates, and flyers.
* Help disseminate information about upcoming trainings, ensuring trainings are included in training calendar
* Work with programs to track training attendance, collect evaluation data, and organize training materials.
* Support outreach and communication efforts that promote the CED's mission and activities across WVU and the community.
* Collaborate with staff to keep internal calendars and communication channels up to date.
Employee Council Support
* Provide logistical and administrative support to the CED Employee Council, including scheduling meetings, preparing agendas, maintaining minutes, and distributing documentation.
* Assist with any documentation and purchasing that may be needed in planning staff engagement activities, recognition events, or initiatives led by the Employee Council.
General Administrative Support
* Assist with data entry, correspondence, document formatting, and recordkeeping for CED programs.
* Coordinate room reservations, hospitality, and technology setup for meetings and events.
* Support center-wide initiatives and projects that can be managed from the front desk (e.g., surveys, data cleanup, inventory management, or communications).
* Serve as a liaison between the front desk and CED program teams to stay current on services, staff updates, and events.
Administrative Support for Center Director
* Provide comprehensive administrative assistance to the Center Director, ensuring the smooth operation of daily activities and timely completion of center initiatives.
* Assist with travel reimbursement and purchasing requests for the Director's Office following WVU and CED procedures.

Pay Grade: 15

• Bachelor's degree required.
• A minimum of one (1) year of experience.
• 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

* Excellent interpersonal, communication, and organizational skills.
* Strong attention to detail and ability to manage multiple priorities in a busy environment.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort using virtual meeting platforms (e.g., Teams, Zoom).
* Ability to always maintain confidentiality and professionalism.
* Commitment to the mission, values, and inclusive practices of the WVU Center for Excellence in Disabilities.

Preferred Qualifications

• Administrative, customer service, or community-based support role preferred.
• Experience working in higher education, human services, or with individuals with disabilities is a plus.

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.