West Virginia University Looking for Administrative Associate – College of Creative Arts at Morgantown, WV  Full Time

West Virginia University College of Creative Arts is currently accepting applications for an Administrative Associate.

About the Opportunity

As an Administrative Associate, you will provide complex administrative support in the management of day-to-day operations of the School of Music to the Director and to 42 music faculty members and 28 graduate assistants in the school. Specialized duties include overall workflow management, maintenance of faculty personnel files, oversight of student admissions in music, and coordination of the school’s course schedule.

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 ()
• 15 annual leave (vacation) days per year or more based on years of service ()
• 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
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for ? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

PAY GRADE –

What you’ll do:

• Assist Director of the School of Music with day-to-day administrative and supervisory functions of the program. Establish and maintain Director’s appointment calendar
• Serve as Schedule Listing Index (SL!) Coordinator for the School of Music; send requests for course scheduling information to area coordinators, organize information provided by coordinators, submit information electronically to Admissions and Records, resolve schedule conflicts, confirm room assignments for School courses, and complete forms for course additions and deletions
• Assist Director of Graduates Studies in Music; provide support with administrative and organizational work for the graduate music program using Target X
• Provide guidance to faculty, staff, and students on policies and procedures concerning academic advising; university, college and School curriculum requirements; and policies and procedures
• Bring important matters and critical problems needing immediate action to the attention of the Director, Associate Director, Assistant Director, Coordinator of Advising, and Director of Graduate Studies when necessary, e.g. student illness, serious disciplinary matter, etc.
• Receive and screen visitors and telephone calls to Director
• Assist Director in organizing, planning, and coordinating special events hosted by the School, such as recruitment weekends, scholarship audition days, honor orchestra, receptions, workshops, conferences, and other business meetings on campus, off campus and nationwide
• Make appointments for the Director which involves communication with other departments, external agencies, parents and students
• Maintain department Director’s electronic calendar and schedule appointments and meetings; compose memorandums and letters for the Director’s signature; develop presentations and assist Director with administrative tasks and follow-ups
• Assist Director with yearly reports for NASM and HEADS
• Work with Undergraduate and Graduate student records
• Oversee student admissions in music
• Create and maintain database of prospective undergraduates and graduates
• Establish and maintain database for all School students, confidential grade reports, enrollment records, etc.
• Maintain academic progress files on undergraduate students
• Assist coordinator of advising in registration of incoming freshmen
• Maintain database of WVU Sound Productions clientele
• Maintain departmental promotion and tenure files and work directly with the Director to assist with faculty promotion and tenure evaluations
• Serve as a contact for faculty regarding faculty file procedures, deadlines and guidelines
• Assist in the maintenance of School faculty personnel files
• Maintain confidentiality, security, and access to faculty files
• Organize files to be reviewed by Peer Review Committee and Director
• Assist in preparation of final letters for Peer Review Committee and Director
• Manage web pages for the department using CleanSlate
• Select and purchase all office supplies and equipment as needed
• Collect and deposit outgoing mail for the School
• Assist instructors with questions related to policies, procedures, deadlines, etc. with grade reports
• Plan, create, edit and produce informational brochures and flyers for School’s academic programs and scholarships for recruitment of students locally, regionally, nationally and internationally and programs for advertising for guest-artist workshops, faculty recitals, and student recitals
• Organize and oversee preparation of materials for mass mailing
• Gather information on prices from publishers for the purchase or rental of music for School faculty to be performed by School ensembles in concerts
• Assist the Assistant Director of the CCAC with distribution of building keys
• Serve as Unit Representative for School of federal work-study students
• Make recommendations for hire, administer disciplinary action, conduct performance appraisals, and approve leave requests
• Supervise the Director of the School of Music Community Music Program (CMP) with designing advertising materials, making decisions regarding print and electronic media advertising; consulting on decisions regarding program offerings based on area demographics; supervision of teacher roster- including the assignment of students to the appropriate CMP faculty, answering CMP patron questions regarding class offerings, cost, teacher availability; coordinating registration for the CMP program, including assisting with establishing fee structure, teacher recruitment, maintaining payroll database, handling financial transactions

• Associate degree in a related field OR an equivalent combination of education and directly related experience.
• A minimum of two (2) years of secretarial or office administration experience.
• Demonstrated ability to operate a computer utilizing multiple software programs, e.g. Powerpoint, Microsoft Word, Photoshop, Access, Excel, STAR Banner, MYTime, CleanSlate (PC & Mac), Outlook, CLSS, Marketplace, ChromRiver, Applaud, Airtable, Target X
• Thorough knowledge of office methods, procedures, practices, and protocols
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure
• Demonstrated ability to interact with the public in a professional and personable manner
• Excellent customer service to provide follow-up with new and prospective students is essential
• Demonstrated ability to independently initiate, draft, and prepare clear and concise memorandums in final form and correspondence requiring selection of materials and references from a variety of source
• Demonstrated ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines
• Demonstrated ability to communicate clearly and concisely, both orally and in writing complex information and explain policies and procedures to others

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia’s land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley – the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you’re a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.