Grants Administrator/Administrative Assistant - Dean's Office/Reed School of Media and Communications

The Dean's Office in the Reed School of Media and Communications at West Virginia University is currently accepting applications for a Grants Administrator/Administrative Assistant.

About the Opportunity

The WVU College of Creative Arts and Media is seeking a Grants and Administrative Assistant to serve grant administration needs of the College and specific administrative assistant needs for the Reed School of Media and Communications.

This is a new position that will report to the college's Chief Business Officer.

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

College of Creative Arts & Media Grant Administrator duties:

• Work with faculty to help prepare pre-award grant budgets.
• Establish and maintain College grant records database.
• Monitor and alert faculty to upcoming grant reporting deadlines and submit financial reports related to them.
• Work closely with the College's Chief Budget Officer to ensure grant reports and reconciliations are performed in a timely manner.
• Compile and present financial information detailing expenditures, availability of funds, costs, etc. to determine the financial status of grants.
• Research missing documentation to support transactions, as needed.
• Ensure all transactions are valid and that proper accounting codes are assigned.
• Function in the role of a Departmental Procurement Card Coordinator.
• Complete paperwork and submit according to the established guidelines of the EBO, University, Office of Sponsored Programs, or state and federal guidelines.
• Make purchases and handle reimbursements/payments for grant-related expenses.

Reed School of Media & Communications Admin Asst duties:

• Function in the role of a Departmental Procurement Card Coordinator.
• Accurately complete paperwork related to Procurement card purchases, purchase orders, employee reimbursements, etc. as needed and submit according to the established guidelines of the EBO, University, or state and federal guidelines.
• Submit travel pre-approval authorizations to the Director or her designee and manage reservations made on School PCard.
• Interpret university travel regulations for faculty, staff and students, as needed.
• Submit travel documentation, when needed, for reimbursement after verifying compliance with state and grant regulations.
• Trace reimbursement requests through the university and state systems when payment is not received in a reasonable time.
• Maintain a shared spreadsheet with up-to-date information to track completed travel and purpose and any travel grants received.
• Work closely with the College's Chief Budget Officer to ensure travel reports and reconciliations are performed in a timely manner.
• Answer the phone and greet visitors, staff, & faculty, as needed.
• Take minutes of School of Media and Communications faculty and staff meetings.

• Associate's degree in business, accounting, administration, finance preferred.
• A minimum of two (2) years of experience involving:
  
  
  
  • Providing both reactive and proactive administrative support to a department or business unit
  • Maintaining and tracking various deadlines and budgets
  • Accounting, financial reporting, payables, or procurement cards
  
  
  
  
• Any equivalent combination of related education and/or experience will be considered.
• All requirements must be met by the time of employment.

Knowledge, Skills, & Abilities

• Interpersonal and customer service skills, including electronic, verbal, written and oral skills to work with a variety of faculty and administrators
• Organizational and time management skills required to manage multiple projects, reports, requests, and workload
• Mathematical skills sufficient to perform financial and other mathematical calculations
• Demonstrated ability to organize information and draw logical conclusions
• Demonstrated ability to maintain confidential information
• Knowledge of basic office methods, procedures, practices, and protocols
• Ability to learn State of West Virginia Purchasing Regulations.
• Ability to learn Oracle (MAP), MyReports and other related software programs to review departmental/research and supply account information.
• Knowledge of bookkeeping and budget procedures.
• Ability to work independently and collaboratively in a structured environment

Preferred Qualifications:

• Experience in higher education.

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 received 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.