On-site Temporary Part-Time Program Assistant - Graduate Education

Position: (On-site) Temporary Part-Time Program Assistant - Graduate Education and Life

The Office of Graduate Education and Life (OGEL) at West Virginia University is seeking applications for an on‑site Temporary Part‑Time Program Assistant.

About the Opportunity

The incumbent is responsible for independently performing a wide range of duties in support of the Office of Graduate Education and Life. The Office of Graduate Education and Life supports graduate education at West Virginia University for approximately 6,000 graduate and professional students and 220 graduate and professional programs.

What You'll Do Fellowship Applications and Award Process

• Train on Grad App and Qualtrics
• Create an application tracker and monitor nominee eligibility criteria (admission decision, field of study, citizenship, contact info etc.)
• Create and organize individual nomination packages (using grad app and Qualtrics)
• Update reviewer tool, design review groups, distribute students to reviewers appropriately
• Package Ruby eligible nominees for Trust
• Update terms and conditions, letters and fellowship acceptance form
• Monitor acceptance form
• Send regrets emails
• Filing/records

Front Line and Administrative Duties

• Grad Ed email account
• HRM scholarship email account
• Phone
• Greet office visitors
• Tuition waiver inquiries
• Update contacts
• Utilize Banner and other information systems to research general student information

General Office Duties

• Virtual New Student Orientation (January) – setting up Zoom
• Grad Advising Training (if approved) – creating registration links, room reservations, staff hybrid option, monitor attendance
• Spring Events (if approved) – 3MT submission packaging and event support; GSAW activities

Hazel Ruby McQuain Application and Award Process

• Assist with nominee solicitation
• Update email list
• Create an application tracker to monitor eligibility (grad acceptance, gpa, program of study) and track letters of rec
• Monitor letters of rec and solicit missing letters
• Update terms and conditions, letter
• Package applications for committee
• Send regrets emails
• Filing/records

Pay Grade: 12

Length of Assignment: 8.5 months

Work Hours: 20 hours per week

Qualifications

• Associate Degree in a related field
• A minimum of six (6) months of related experience
  • Experience with WVU information systems such as Common App, Qualtrics, Star Banner, Argos, and others is preferred but not required
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

About WVU

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.

Job Posting

Dec 15, 2025

Posting Classification

Temporary

Exemption Status

Non-Exempt

Benefits Eligible

No

Schedule

Part-time

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