Administrative Secretary Senior - Chemistry
West Virginia University

Morgantown, West Virginia

Posted in Education and Training

This job has expired.

Job Info


West Virginia University Arts & Sciences is currently accepting applications for an Administrative Secretary Senior.

About the Opportunity

As an Administrative Secretary Senior, you will provide administrative support and performs a variety of assignments for faculty, staff, and students in a large, complex academic department.  The employee is assigned administrative tasks that contribute to the successful achievement of the teaching, research, and service missions of the department. Handles confidential/sensitive material daily.

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:
  • Provides administrative support to the Academic Affairs Coordinator, Chemical Hygiene Officer, Building Supervisor and Operations Manager.
  • Provides administrative support for the graduate program, as directed by the supervisor and the Director of Graduate Students (DGS)
  • Provides administrative support for the undergraduate program, as directed by the Academic Affairs Coordinator (AAC) and the Director of Undergraduate Studies (DUS)
  • Creates surveys and compiles data, as requested by the supervisor, Department Chair, DGS, DUS and AAC.
  • Attends faculty meetings and records minutes
  • Prepares, maintains, and photocopies instructional material and other documents, as requested by faculty and staff
  • Maintains conference room reservations and other rooms in the department
  • Performs other course-related duties, as requested by instructors of Chemistry
  • Provides additional classroom and lab administrative support, as needed.
  • Oversees all departmental events and serves as the primary contact.  Events include, but are not limited to retreats, workshops, and colloquia; recruiting, alumni, and visitation events; graduate student orientation; and other social gatherings for faculty and staff.
  • Updates the colloquium announcement board on a weekly basis for seminars.
  • Communicates with candidates and prospective students to coordinate and schedule meetings and interviews.
  • Manages contractual agreements, facilities, preparation of promotional materials, catering, audio/visual support, drafting the agenda, and provides travel assistance for department guests.
  • Coordinates events may involve on-site participation by the employee during normal working hours, evenings, or weekends, as requested by the supervisor.
  • Provides administrative support to the faculty in preparing content for social media. 
  • Utilizes social media platforms (Twitter, Facebook, LinkedIn, etc.) to share relevant news and to recruit students, faculty, and staff. 
  • Promotes department events and programs, such as colloquia, workshops and oral examinations, publications, awards, etc.
  • Provides administrative support to the faculty in preparing content for social media. 
  • Utilizes social media platforms (Twitter, Facebook, LinkedIn, etc.) to share relevant news and to recruit students, faculty, and staff. 
  • Promotes department events and programs, such as colloquia, workshops and oral examinations, publications, awards, etc.
  • Submits Mountaineer Marketplace (MMP) orders on behalf of faculty, students, and staff, upon request.
  • Processes all requisitions in MMP for usage and maintenance of departmental equipment in the main office, labs, and other areas in the department of Chemistry.
  • Purchases office supplies for the main office and the Chair’s office, as needed.
  • Reconciles hospitality, travel, and other expenses for reimbursement to faculty, staff, students, and guests, as requested.
  • Uses a procurement card and reconciles expenses on a weekly basis.
  • Processes inter- and intra- departmental fund transfers and other purchases, as directed by the supervisor
  • Assists faculty, staff and students with travel grant applications and submits to the appropriate unit for approval and maintains a spreadsheet of all travel reimbursements. 
  • Cross-trains, as appropriate, with the supervisor to remain knowledgeable and able to perform the duties in the event of annual/sick leave, position vacancy, or emergency to ensure the smooth operation of the department and, provides administrative support to the Department Chair.
  • Completes employee offboarding forms, as requested by the supervisor and Department Chair.
  • Supports supervisor in payroll processing, such as: sending surveys and tracking funding information, submitting Shared Services forms using payroll information provided by the supervisor, and managing the Effort Reporting process to obtain faculty signatures.  
  • Participates in professional development training to enhance job performance.
  • Performs other duties as assigned by the supervisor


  • Associates Degree or higher, or,
  • Business or secretarial training obtained through a post-secondary program of up to 18 months or,
  • Any equivalent combination of experience and training, which provides the required knowledge, skills, and abilities.
  • A minimum of two (2) years of experience involving:
    • Office management
    • Administrative support
    • Customer service
  • Ability to establish and maintain cooperative, productive working relationships with all departmental personnel
  • Ability to complete tasks on time with minimal supervision, in a fast-paced environment
  • Ability to effectively utilize computer software and programs such as, Microsoft Office Suite, Qualtrics, Zoom, Teams, etc.
  • Ability to utilize social media platforms, such as Facebook, Instagram, Twitter, etc.
  • Creativity in identifying and implementing efficiencies that will benefit department operations
  • Excellent organizational, time management, and communication (written and oral) skills
  • Self-directed and self-motivated to learn University Software, policies, procedures, and processes
  • Detail-orientated and meticulous in data analysis and input, distribution of information and other daily tasks
  • Initiates opportunities to improve administrative support to faculty, staff and students
  • Strong ability to problem-solve, think critically, and produce deliverables

This job has expired.

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