Office Administrator - Talent and Culture

Job Description
- Office Administrator
- Talent and Culture (29910) Office Administrator
- Talent and Culture 29910 About the Opportunity

Talent and Culture at West Virginia University is currently accepting applications for an Office Administrator.

Reporting to the Project Manager for HR Operations, the Office Administrator is a fully on-site position that provides primary executive administrative support to the Vice President and Chief Human Resources Officer (CHRO) while supporting the operational needs of the Division of Talent and Culture. The role manages executive scheduling, correspondence, travel, meetings, and other confidential administrative functions requiring a high degree of professionalism and discretion.

Additionally, the position serves as the primary point of contact for visitors, oversees office and facilities coordination, and supports invoicing, event planning, project administration, and other operational activities that ensure the efficient functioning of the division. This role requires strong organizational, communication, customer service, and project coordination skills, with the ability to manage multiple priorities in a fast-paced environment.

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

• 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)
• 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

• Serve as the primary Office Administrator to the Vice President and Chief Human Resources Officer.
• Manage a complex and dynamic calendar, including scheduling meetings, coordinating priorities, resolving conflicts, and ensuring appropriate preparation time.
• Coordinate travel arrangements, itineraries, accommodations, and expense documentation.
• Screen, prioritize, and respond to emails, phone calls, and requests on behalf of the Vice President as appropriate.
• Coordinate leadership meetings and ensure timely follow-up on action items and commitments.
• Serve as a liaison between the Vice President and internal and external stakeholders, exercising professionalism, diplomacy, and sound judgment.
• Handle highly sensitive and confidential information with discretion.
• Support executive communications and special projects as assigned.
• As requested, serve as a designee in University systems to approve leave requests for staff in a timely manner.

• Serve as the primary point of contact for visitors, guests, candidates, vendors, and other stakeholders entering the Talent and Culture office.
• Maintain a welcoming, professional, and customer-focused reception experience.
• Ensure the office lobby, conference rooms, common areas, and breakroom remain organized, stocked, presentable, and operational.
• Coordinate office supply ordering, inventory management, and equipment needs.
• Receive, sort, distribute, and process incoming and outgoing mail and packages.
• Serve as the primary support for the intercom/video door system.
• Monitor, respond to, or appropriately route inquiries received through departmental vanity email accounts.
• Coordinate building maintenance needs and submit, track, and follow up on work orders with Facilities Management and building supervisors.
• Identify operational issues and make recommendations to the HR Manager regarding resolutions and process improvements.
• Ensure Talent and Culture office spaces reflect a professional and welcoming environment for employees and visitors.
• Process and track invoices, reimbursements, purchasing transactions, and other financial documentation. Event Planning & Logistics
  • Collaborate with colleagues to plan, coordinate, and execute meetings, retreats, trainings, recognition programs, and special events.
  • Coordinate event logistics including scheduling, venue arrangements, catering, registration, supplies, and event communications.
  • Prepare materials and presentations for meetings and events.
  • Support hybrid and virtual meeting technology and event platforms.
  • Handle event-related purchasing, invoice processing, and vendor coordination.
  Project Management Support & Operational Reporting
  • Participate in project meetings and assist with tracking project timelines, deliverables, milestones, and action items.
  • Support the development of forms, surveys, workflows, and other project tools using…