Office Administrator - Office of Undergraduate Programs and Advising - College of Business and Economics

The John Chambers College of Business and Economics at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

The Office Administrator serves as a strategic and operational leader for Undergraduate Programs and their associated centers within the John Chambers College of Business and Economics.

This role operates with a high degree of autonomy in managing front desk operations on compliance, policy implementation, and process improvement. The position requires independent judgment and discretion in carrying out responsibilities with a high degree of professionalism and accuracy.

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)
• 24 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

What You'll Do

Departmental and Center Operations

• Serve as the primary administrative point of contact for Undergraduate Programs, including Undergraduate Advising, Recruitment, Retention, and the Becker AeSC, managing inquiries and providing referrals as appropriate.
• Support the Assistant Dean, Director of Advising, Recruitment Specialist, Retention Specialist, Becker Center Program Coordinator, and their teams with scheduling, travel coordination, calendar management, daily operations, and preparation of internal reports.
• Facilitate onboarding and systems training for Undergraduate Programs staff in WVU platforms such as MyTime, MyExpenses, and MyTravel.
• Direct all front desk office operations and monitor and replenish program literature available for dissemination to current and prospective students.
• Advise department leadership on operational procedures and recommend improvements aligned with college and university policy.
• Develop internal protocols to streamline academic administration and ensure compliance with evolving university policies.
• Provide strategic input to Assistant Dean, center directors on administrative structure, staffing models, and operational planning.
• Prepare internal documentation and reports, including meeting minutes, advising data from Navigate, budget updates, event summaries, and planning memos.
• Assist with drafting and distributing departmental communications, website content, and promotional materials.
• Support center and department leadership in maintaining clear internal documentation and communication flow with faculty and college leadership.

Financial Management

• Develop and maintain budget tracking, plans for Undergraduate Programs
• Oversee PCard purchases and monthly reconciliations in compliance with university policies.
• Process travel arrangements and reimbursements for Undergraduate Programs, ensuring adherence to university travel regulations.
• Ensure compliance with college purchasing procedures and support procurement activities.
• Work closely with the College's Expert Business Office/Shared Services to monitor operating expenditures and report inconsistencies to the Associate and Assistant Deans.

Contract and Payroll Coordination

• Post student worker and temporary job requisitions in partnership with the College HR team and manage onboarding logistics.
• Process Graduate Student contracts and waiver submissions for the unit.
• Track time and payroll for student workers and hourly employees, ensuring accuracy and timely submission.
• Maintain organized student worker files and contract records in accordance with college and university policy.

Event Planning and Logistics

• Plan and coordinate departmental and center events including staff meetings, student ceremonies, commencement, guest lectures, workshops, conferences.
• Oversee event logistics such as scheduling, room setup, catering, travel arrangements, honoraria, and post-event follow-up.
• Work with the college communications team to promote events and ensure consistent branding and messaging.
• Support the planning of the Beta Gamma Sigma Induction Ceremony.
• Assist with the maintenance of a comprehensive list of students eligible for initiation into Beta Gamma Sigma for the College of Business and Economics majors.
• Assist the Advisor for Beta Gamma Sigma in delivering invitations for initiation.
• Submit all information as required by Beta Gamma Sigma's national office.

Other Duties

• Assist the Graduate Programs Office with PCard purchases and monthly reconciliations in compliance with university policies.
• As needed, provide executive-level administrative support to the Associate Deans, including: Managing schedules, meetings, correspondence, and project editing.
• Serve as a primary point of contact for diverse stakeholders, handling sensitive inquiries and communications.
• Coordinate travel arrangements and prepare related financial reports to ensure smooth operations.
• Other duties as assigned.

• Bachelor's degree in business administration or a related field.
• A minimum of one (1) year of experience managing financial records, employment contracts, and department operations in a university setting.
• Any equivalent combination of related education and/or experience will be considered
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Knowledge of WVU administrative policies, payroll, and procurement systems.
• Proficiency with Microsoft Office Suite and ability to learn WVU systems such as MyExpenses, MyTravel, MyTime, and Mountaineer Marketplace.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities which foster positive attitudes and cooperation across a large diverse group.
• Ability to establish and maintain effective relationships and deal tactfully with departments, organizational units, external agencies, students, and parents.
• Abiity to manage multiple tasks and deadlines with attention to detail
• High level of professionalism and discretion when handling sensitive information
• Ability to work independently and collaboratively in a team environment.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.