The WVU Extension Service is currently accepting applications for an Administrative Secretary (Extension-Charleston WV).

About the Opportunity

This position, headquartered in Charleston, WV is responsible for providing high level office support including: clerical and secretarial duties, manage complex and detailed inventory, shipping and receiving processes as well as assisting the faculty and staff of the WVU Extension Family Nutrition Program (herein referred to as FNP) with a variety of administrative functions. The position is responsible for adhering to both federally mandated and institutional policies. The position is a member of the FNP Administrative Team and reports directly to the FNP Program Manager.

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)
• 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)
• 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

PAY GRADE: 10

What you'll do

• Maintain inventory system including managing supply orders, shipping, receiving, unpacking, storing and mailing/distributing inventory items
• Deliver outgoing mail and packages to the local post office, as necessary
• Research vendors/suppliers, product costs, freight and tax requirements; request quotes, obtain branding approval for programming supplies and materials
• Provide access to secure building during regular business hours including coordinating and scheduling deliveries with a variety of internal and external partners and agencies
• Maintain technology inventory and supplies including laptops, monitors, docking stations, etc. and communicate with Technology Dept. regarding repairs, new and replacement equipment
• Provide general secretarial and clerical support to department administration, faculty, and staff such as copying, printing and preparing materials for meetings, trainings and events
• Maintain inventory and organization of office supplies. Maintain network copiers ensuring they are adequately stocked with paper/staples/ink. Order new supplies and schedule repairs for these machines as needed
• Maintain office filing systems (paper and electronic)
• Collect, sort and distribute daily mail
• Answer phone, maintain voicemail, take and relay messages
• Maintain shared calendar for Extension conference rooms
• Manage and update Staff directory
• Assist with nutritional analysis for recipe labels, using Food Processor Software
• Assist with data entry using a variety of platforms as needed
• Assist in preparing documents and employee training and resource materials as needed
• Purchase supplies for trainings, contact food vendors, reserve lodging, confirm participants and speakers
• Assist in making travel arrangements, rooms reservations and ordering hospitality for staff trainings, meetings and events
• Set up conference room(s) prior to meetings and remove all necessary materials, equipment and supplies following meetings to make room ready for next event.
• Show the ability to work independently, as well as cooperatively within a team.
• Show the ability to maintain employee and company confidentiality
• The role requires the ability to pay attention to detail, maintain a flexible and resourceful approach to effectively multi-task and manage workload
• Perform miscellaneous job-related duties as assigned

• Technical school program in office management with up to 18 months of education or training beyond high school; or a combination of education and experience
• An equivalent combination of education and experience can be substituted for education
• 1-2 years of progressively responsible and related experience of a nature to have highly acquired proficient knowledge of office skills such as keyboarding, word processing, office methods, practices and protocols
• One to two years’ experience in each of the following:
• Experience in high volume automated environment to acquire ability to understand and explain complex guidelines and interact with faculty and staff to justify recommendations and enforce policy
• Experience using computer, accounting, spreadsheet and word processing software
• Experience ensuring compliance with stakeholder regulations and proposal budgeting and costing
• Related experience in accounts payable and receivable.
• Experience working with experience budgets and financial reporting
• Experience with project management

• Knowledge of mass mailings, and US mail processing regulations
• Knowledge of record keeping, leadership, and group organization.
• Knowledge of basic mathematical applications.
• Demonstrated ability to keyboard with speed and accuracy.
• Demonstrated ability to operate a computer utilizing various software programs such as Windows and Microsoft Office.
• Ability to maintain proper attendance and punctuality standards.
• Ability to file information in alpha, numerical, subject matter, or chronological order quickly and accurately.
• Ability to operate a variety of office equipment, such as computer, telephone, printer, copier, postage meter, calculator.
• Ability to rapidly acquire knowledge of WVUES's state and federal policies and procedures, and apply policies as required.
• Ability to travel to various locations within the state for meetings, trainings, and seminars with possible overnight durations
• Strong oral and written communication skills to communicate clearly and concisely with a diverse audience in a professional,businesslike manner.
• Ability to interpret complex guidelines and procedures of various sponsoring agencies including, but not limited to WV Department of Health and Human Resources, WVU Research Corporation, and the WVU Extension Service.
• Ability to interpret and explain institutional and department policies and procedures.
• Ability to work independently in a structured environment exercising judgment, tack, and diplomacy.
• Interpersonal skills to interact professionally with the WVU community and external stakeholders.
• Ability to interpret and explain institutional and department policies and procedures.
• Ability to take initiative and manage multiple projects with frequent and changing deadlines.

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.