Administrative Associate - Division for Land-Grant Engagement

The Division for Land-Grant Engagement at West Virginia University is currently accepting applications for an Administrative Associate.

About the Opportunity

Based in Morgantown, WV, as part of the Extension Operations Support Team, this position provides essential administrative, operational, and event assistance to support the effective delivery of Extension programming. The role assists with daily office functions-including handling communications, processing mail, and purchasing supplies-while helping to track the usage and maintenance of organizational resources and vehicles. Additionally, the position supports the event lifecycle by assisting with registration setups, volunteer documentation, and the preparation of program materials. This role also aids in measuring program impact by helping to collect and organize evaluation data and supports fiscal tasks by assisting with financial deposit processing in alignment with established university procedures.

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 (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

OFFICE SUPPORT

• Provide comprehensive administrative support to ensure smooth day to day office operations, including answering and routing calls, managing incoming and outgoing mail, preparing documents, printing, and creating labels.
• Coordinate the scheduling, usage, and maintenance needs of Extension State Vehicles, ensuring proper documentation and compliance with organizational policies.
• Coordinate the scheduling, usage, and maintenance needs of Extension educational resources, ensuring proper distribution and return.
• Assist with processing financial deposits by organizing documentation, maintaining accurate records, and ensuring timely submission in accordance with financial procedures.
• Manage purchasing activities, including identifying needs, obtaining quotes, placing orders for supplies, and tracking deliveries in accordance with WVU guidelines.
• Oversee the distribution of curriculum materials and resources to staff, volunteers, and program participants, ensuring accurate and timely fulfillment.
• Process and track incoming orders, verify accuracy, and maintain organized records for inventory and reporting purposes.
• Coordinate travel arrangements such as hotel reservations, rental cars, and other logistics for staff and program participants while adhering to travel policies and budget guidelines.

EVENT SUPPORT

• Assist in setting up event registration systems using platforms such as E-Commerce or Eventleaf, including event creation, payment setup, attendee tracking, and reporting.
• Serve as a point of contact to field participant questions regarding event schedules, logistics, registration, and program expectations.
• Support the vetting and approval of volunteers as needed, ensuring required documentation and background checks are completed. Including post event youth protection reporting in ExtApps and/or ZSuites
• Assist with pre-event preparation, including assembling name tags, organizing sign in materials, preparing event programs, and coordinating resource packets.
• Provide post-event support by helping compile evaluation summaries, participating in event debriefs, and contributing to process improvements for future events.
• Provide administrative pre/post support for the Summer Food Service Program under the direction of the state point of contact for the SFSP program

EVALUATION

• Support the compilation, organization, and summarization of event and course evaluation data to help measure program effectiveness and impact.
• Assist in creating, distributing, and collecting evaluation instruments-digital or paper-to ensure feedback is gathered efficiently and accurately.

OTHER DUTIES

• Perform additional tasks and responsibilities assigned by the manager to support departmental operations and program goals.
• Participate in ongoing professional development training to expand knowledge, enhance skills, and stay current with organizational practices and tools.

• Associates degree or equivalent
• A minimum of two (2) years of experience in the following:
  • Complex event management/conference services or related area
  • Working with diverse audiences
  • Effectively relating to the public (adults and youth) in a job-related role.
  • Work as part of a team, anticipating needs
  • Ability to streamline process and make improvements for efficiency and efficacy
• 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

• Demonstrated skill in managing competing demands for services.
• Demonstrated skill in public relations and handling complaints.
• Demonstrated skill in processing what has been learned in one event experience to help improve others.
• Demonstrated negotiation skills to interact diplomatically with professional contacts volunteers.
• Strong communication skills as needed (written/oral/telephone/in person) to perform in a professional, businesslike manner.
• Strong organizational skills to plan and organize concurrent tasks and set priorities for responsibilities for self and others.

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.