Administrative Assistant - WVU Extension

United States, West Virginia, Morgantown

The Dean's Office - WVU Extension at West Virginia University is currently accepting applications for an Administrative Assistant.

This position provides essential administrative management and support to the leadership team at the West Virginia University Extension Service (WVUES), including the Dean and Director, Associate Deans, and the Youth Protection and Compliance Specialist. The role has a university-wide, state, and national impact, requiring a high level of independent judgment and the ability to manage confidential information with discretion. Key responsibilities include complex calendar management, financial transaction approval (FTA) for P-Cards, and the coordination of volunteer vetting and compliance.

The incumbent serves as a primary point of contact for the Dean's Suite, ensuring operational efficiency through professional communication and proactive problem‑solving. Ultimately, this position is vital to maintaining organizational productivity and fostering positive relations with a diverse workforce and customer base.

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 ( 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

• Administrative Support
  • Serve as the primary point of contact for visitors entering the Dean's Suite, providing professional greeting, check in support, and direction to appropriate staff and constituents.
  • Maintain the reception area to ensure a welcoming, organized, and professional environment for internal and external guests.
  • Provide high quality customer service to callers, visitors, and staff by addressing questions or concerns promptly and professionally. Responds to inquiries from department leaders, employees and customers and promotes positive customer and employee relations. Follows up as necessary to ensure satisfactory resolution.
  • Assist and serve as a cross trained backup for other administrative support staff within the Dean's Suite and Extension unit, ensuring continuity of operations and maintaining efficient workflow during staff absences, high volume periods, or when additional support is required.
  • Receives, screens and distributes correspondence directed to the dean's office. After screening the correspondence, distributes to appropriate individuals within the dean's office or other staff within WVUES for follow up.
  • Conveys issues needing immediate attention and action to the dean and/or associate deans. Provides follow through, when appropriate, to customers requiring routine responses.
  • In the absence of the Senior Administrative Assistant, coordinates travel arrangements for dean and associate deans including air, hotel, and transportation requirements as necessary. Maintains travel profiles, frequent flyer, mileage, points clubs, etc.
  • Utilizes Outlook email system to send news updates, teleconference reminders, and surveys.
  • Establishes and maintains filing systems (including electronic) and classifies, sorts, and files correspondence, records, and other documents.
  • Adheres to Institutional policies and requirements.
  • Maintains calendars and plans and coordinates administrative committee meetings and events for supported leaders and areas.
  • Provides support to the dean and associate deans with special projects, as needed.
  • Serves as a primary scheduling contact…