Administrative Secretary (Morgan County) - Division for Land-Grant Engagement

The Division for Land-Grant Engagement at West Virginia University is currently accepting applications for an Administrative Secretary.

About the Opportunity

Headquartered in Morgan County, WV, the Administrative Secretary will provide program, technology, administrative, financial, and secretarial support to faculty, staff, volunteers, constituents, and outside agencies for West Virginia University Extension Service.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 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

Pay Grade:

What you'll do:

Administrative and Program Support

• Serves as first contact with the public either by telephone or office visits.
• Prepares correspondence, letters, meeting notes, fliers, class handouts, evaluations, surveys, reports, and brochures utilizing Microsoft Word in a Windows environment. Edits and formats documents, to comply with the University and Extension standards.
• Prepares and packages outgoing correspondence.
• Responds to direct telephone inquiries from constituents and directs callers to appropriate faculty, staff or outside organization.
• Oversees meeting room reservations and equipment needs. Coordinates on- and off-site meeting and conference accommodations for Extension programs.
• Maintains databases and files for volunteer, Master Gardener, CEOS and 4-H club files.
• Maintains volunteer vetting information. Submit volunteers for background checks, ensure they have appropriate trainings, and notify the Extension Agent when approved.
• Maintains files for civil rights reviews, assist with recruiting diverse audiences, maintains Civil Rights Notebook and adheres to policies and procedures for compliance.
• Assists agent with developing, planning, expanding, conducting, promoting, and implementing programs (such as summer camps, 4-H field trips, Conferences, fundraisers, and County Fair) to reach diverse audiences. This includes tasks such as recruiting judges, volunteers, participants, and leaders.
• Manage paperwork and process insects and plant problems brought into the office for identification and treatment recommendations.

Technology Support

• In collaboration with the Extension Service Communications unit, maintain website and social media presence.
• Serve as technology contact and liaison between Morgan County Commission, WVU Extension Office and WVU Office of Technology (OT).
• Maintain records of computer resources and updates.
• Provide general technology consulting, including updating software and troubleshooting.

Financial Management

• Assist CPC in developing Board of Education, County Commission Memorandum of Agreements (MOA) and Annual Personnel MOAs.
• Maintain inventory of office supplies.
• Monitor project/program expenditures in order to comply with "Best Practices for Money Management".
• Copy, review, and mail monthly bank statements from all affiliated programs.
• Manage and monitor postage meter.

Other Responsibilities

• Participate in all mandatory training sessions and professional development sessions relevant to job responsibilities.
• Stay apprised of community organizations and their services to families and youth in Morgan County.
• Other duties as assigned by Extension Agent to assist with overall program development and implementation and maintaining office.

• High school diploma or GED required.
• A minimum of one (1) year of experience involving:
  
  
  
  • Working in an office setting which has face to face contact with the public
  • Financial management.
  • Ability to utilize various software and word processing packages and programs such as Windows, Microsoft Office, Excel, Access, Outlook and others as required.
  
  
  
  
• 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

• Ability to communicate effectively both orally and in writing, write coherently and concisely, and use appropriate grammar and spelling.
• Strong organizational and time management skills to manage multiple projects, reports, faculty/staff requests, and workload.
• Ability to complete assigned duties with minimal supervision.
• Ability to work as a team member with supervisor and other staff members.
• Ability to work independently in a structured environment.
• Ability to establish and maintain effective relationships, exercise judgment and deal tactfully with both internal and external constituents.
• Ability to learn policy and procedures of WVU and WVU Extension.
• Ability to communicate clearly and work effectively with persons from various cultures and backgrounds.
• Excellent interpersonal, oral, written and conflict resolution skills in face-to-face and phone interactions.
• Record keeping and general bookkeeping skills including mathematical skills to perform financial calculations.

Preferred Qualifications

• Two years of education or training beyond high school in a directly related area

• Successful completion of all required West Virginia University Trainings and requirements to include, but not limited to Title IX, Children on Campus, and must be able to pass a Background Check.

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.