College Access Administrative Assistant

College Access Administrative Assistant

This position is a federal grant funded position through September 2028 with the possibility of continuation beyond. The College Access Administrative Assistant will facilitate and manage the Student Affairs daily data, inventory, and travel operations. Responsibilities include assisting with data collection, entry and validation, tracking services, drafting and distributing reports, planning and organizing shipments of items for various initiatives, booking travel arrangements, procuring travel and other financial authorizations, creating and submitting travel reimbursements, and supporting other aspects of the WV GEAR UP grant as directed.

Classification: Full-Time, Classified, Non-Exempt, Benefits-Eligible, Grant-Funded

Provides routine to complex administrative and clerical support to Program Managers, Coordinators, or Administrators for projects, initiatives, and programs within the Division of Student Affairs. Job responsibilities are performed by following a defined standard output or set of procedures. This position exercises judgment in planning and organizing one's own work but must adhere to specific time, process, and results standards. It includes responsibility for accuracy, efficiency, and retrieval of WV GEAR UP data, providing thorough review of all material entered and generating reports as required.

In collaboration with the Coordinator of Fiscal and Administrative Services, the position will purchase via P-Card, receipt, organization, and coordination of inventory and travel expenses incurred by the Division of Student Affairs.

• Data Collection and Reporting – ensure accurate, efficient collection and entry of WV GEAR UP data; review all material entered and generate reports as required.
• Collect and maintain accurate and complete GEAR UP data, providing monthly data and reporting related to GEAR UP objectives.
• Monitor and review databases for accurate data collection.
• Review discrepancies in data received, request clarification and advise supervisor of issues.

• Work with Site Coordinators and related staff to promote awareness of GEAR UP programming.
• Compile all GEAR UP Cumulative Classroom Enhancement Tracking Reports and perform school-based audits on those reports.
• In collaboration with the Coordinator of Fiscal and Administrative Services, make purchases via State of West Virginia purchasing card (P-card).
• Track shipping, receiving, and coordinate inventory.
• Coordinate travel logistics for professional development, College Day Tour program, and other travel for Student Affairs staff, including travel authorizations, conference, rental vehicle, and hotel bookings, and completing travel reimbursement forms in accordance with agency policy.
• Maintain minimum standards of use of the State of West Virginia P-Card, abiding by State Auditor’s policies and procedures and ensuring adherence to applicable purchasing laws and guidelines.
• Perform other administrative duties as assigned.

Bachelor’s degree in business administration or related field with at least one year of relevant experience; OR an Associate’s degree with a minimum of 2–3 years relevant experience. Prefer experience in administrative services, data collection, college admissions, outreach, or financial aid.

• Health Insurance
• Life Insurance
• Dental
• Vision
• Hearing
• Legal Services
• Flexible Spending Accounts
• Health Savings Account
• 401(a) Retirement Account with 6% Employer Matching Contribution
• Voluntary Supplemental Retirement Accounts
• Vacation Days
• Sick Days
• Paid Holidays