Administrative Associate - Department of Chemical and Biomedical Engineering

The Department of Chemical and Biomedical Engineering in the Statler College at West Virginia University is currently accepting applications for an Administrative Associate.

About the Opportunity

This position serves as the face of the Department of Chemical & Biomedical Engineering working closely with faculty, staff and students. The incumbent will provide administrative support following established university, college, and departmental policies, procedures and methods. The department is two programs (ChE and BMEG) with 16 tenure-track faculty, 3 teaching faculty, 3 classified staff, and currently 3 research assistant professors, post-doctoral fellows and research associates with approximately 200 undergraduate students and 65 graduate students.

This position will handle the departmental State and Foundation financial accounts.

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

* Perform administrative and supportive duties to ensure office operations. Answer telephone, screen calls and communicate messages to faculty, staff and students by determine the nature of the call and responding to general inquiries or referring the call to the appropriate staff member.

* Face of the department - first contact with visitors to the department. Determine nature of visit and directs visitor to the appropriate staff or faculty member. Help students resolve problems associated with scheduling, getting software licenses, finding classrooms, etc. Any maintenance/facilities issues are reported to this position to make the appropriate contact to fix the issue.

* Pickup and dissemination of mail to faculty, staff, and student mailboxes.

* Work with faculty coordinators to manage departmental seminar series. Includes dissemination of schedule, bio and abstract to both internal and external individuals. Assisting in travel arrangements for the seminar speakers. If seminar is via zoom, then setting up zoom links.

* Coordinate schedules, room reservations, travel arrangements, etc. for faculty candidates coming to campus for interviews or setting up numerous zoom links for virtual interviews.

* Write/edit departmental newsletter (yearly). Includes searching for appropriate pictures and articles for the newsletter.

* Maintain department website content.

* Event Planner -- Plan and coordinate special events such as CBE Industrial Visiting Committee, ChE Academy of Distinguished Alumni and Faculty Retreats. Plan/coordinate/host the meetings including coordinating menus, making hotel reservations as necessary. Also coordinates the annual commencement reception for faculty, students and guests.

* Work closely with the Academy of Chemical Engineers Executive Committee to send out invitation letters, etc. to new inductees yearly. Provide administrative support for the nomination process using Election Buddy Software. Set up zoom meeting for the committee as needed and provide insight into the meeting and banquet planning process. Maintain alumni database to help with the nomination process.

* Assist faculty with promotion and tenure files using Digital Measures. Input read only information into the files as necessary.

* Work closely with departmental Graduate Admissions Committee to monitor graduate applications and compose departmental offer letters or rejection letters as necessary for both ChE and BMEG programs. Serve on the review committee to enter decisions into CRM (Target

X).

* Use 25

Live for conference and classroom scheduling for departmental meetings for faculty and students.

* Maintain departmental alumni database - updating addresses and adding new alumni.

* Perform purchasing duties in Mountaineer Marketplace and Amazon for the department as backup to the Office Administrator and Technician.

* Maintain and monitors departmental Foundation and Departmental State accounts. Maintain record of expenditures and receipts, compose thank you letters to donors on a monthly basis; make sure expenditures are within the scope of the parameters set up in the various Foundation endowments/accounts.

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