Office Administrator

Job Description
VP Administrative Support Provides administrative support and serves as the assistant to the Vice President for Intercultural & Student Affairs Manage the daily calendar of the VP by scheduling internal and external meetings, travel, and events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations. Compile and/or prepare materials for meetings to ensure the VP is fully prepared for scheduled meetings and ensure that materials are accessible in a timely manner, including incorporating feedback from multiple sources, meeting minutes, or post-meeting action items.

Record and transcribe all reports, meeting minutes, correspondence, handwritten copies, or primary source material. Oversee travel arrangements and itineraries; reconcile purchasing card expenses and reimbursements, ensuring compliance with university policies. Work closely and support the Vice President and the Division Budget Manager in providing oversight for various budgets and expenditures, reviewing and approving financial transactions. Assist with budget management tasks, such as tracking expenses, processing purchase orders, and reconciling accounts.

Plan, organize, instruct, and assign clerical responsibilities to student employee staff. and assign clerical responsibilities to student employee staff. Division Administrative Support Provides administrative support to Assistant Deans, Directors, and Intercultural & Student Affairs departments. Serves as the first point of contact for visitors to Student Conduct. Manage the division calendar; coordinate complex calendars by scheduling campus events information, in-person meetings, virtual meetings, and calls while demonstrating care for all details.

Manage impromptu requests to see staff and help prioritize commitments. Coordinate and attend to the logistics for certain meetings; ensure reserved spaces, presentation equipment, and materials are prepared. Compile, analyze, and prepare special reports and materials as requested. Process all paperwork, payments, and follow-up correspondence including but not limited to performers, speakers, hospitality, student organization funding, and other events expenses;

possess and reconcile purchasing card expenses; assist vendors and performers with completion of contracts as required under WV code. Process forms including but not limited to PAR , stipends, and termination. Arranges travel and process associated fees. Maintains supplies and materials, including copy/fax machines, computers, and general office supplies. Ensures office equipment is in good working order and that routine maintenance is maintained per service agreement.

Responsible for office mail and other correspondence, classifies by content and forwards to appropriate staff. Responds to requests for information, exercising judgment in reply. Responds to various email correspondence. Verifies and maintains hours for student employees in Time Clock Plus. Staff Onboarding Manage and oversee the onboarding of new staff, including setting up work spaces, including desks, computers, email, phones and phone numbers, and any other necessary equipment or supplies.

Ensure employee has access to systems associated with the position, i.e., Blackboard, Banner, People Admin, and Time Clock Plus. Process forms including but not limited to PAR , stipends, and termination. Serve as a point of contact for new hires, answering questions, providing information, and directing them to the appropriate resources. Follow up with new hires to ensure they are settling in well and address any issues or concerns they may have during the onboarding process.

Collect feedback from new hires about their onboarding experience and use it to improve the process.