Job Details
Job Category: Non-Classified
Position Title: Administrative Associate - Office of Graduate Programs
Unit/Division: Academic Affairs
Location: WVSOM Main Campus, Lewisburg, WV
Scheduled Hours Per Week: 37.5
FLSA Status: Non-Exempt
Job Description Summary
The Administrative Associate will perform a variety of secretarial and administrative duties in support of the Office of Graduate Programs. Secretarial duties involve working with students, faculty, staff, public, and other constituency groups while following established WVSOM policies, procedures, and methods. The Administrative Associate reports to the Graduate Program Manager.
This position will be a full-time, staff position with full state benefits and is non-exempt from FLSA provisions regarding overtime. Minimum base salary is $35,100.00 ($18/hour) commensurate with education and experience. Most activities of this position occur within the confines of an 8:00-4:30 schedule but may rarely require early morning, evening and weekend scheduling.
This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover, and continue operations at WVSOM.
West Virginia School of Osteopathic Medicine is an equal opportunity employer.
Minimum Education
High School or GED
Skills Required
An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.
- 2 years of secretarial or administrative support experience;
- 2 years of computer software experience (Specifically MS Office);
- Experience working in higher education is favorable, but not required;
- Some post-high school education is favorable, but not required
Duties and Responsibilities
- Support the Master of Science in Biomedical Sciences (MSBS) Course Directors in preparing and deploying courses, related documents, and setup through WVSOM’s Learning Management System (LMS), Canvas.
- Collaborate with the Exam Center to build, grammatically edit, and deploy assessments to students of the MSBS program under supervision and coordination with Course Directors using exam software, currently Examsoft.
- Develop and maintain Standard Operating Procedures (SOPs) related to the Learning Management System (LMS) and exam software.
- Doing all pre- and post-assessment record keeping and grade verification for MSBS courses under supervision of the Associate Dean of Graduate Programs.
- Monitor the LMS and exam software to ensure that all educational materials are available and visible to students with appropriate timing and alignment with the MSBS Academic Calendar.
- Serve as a proctor for all MSBS assessments.
- Ensure that academic accommodations are provided as required.
- Record attendance of mandatory student events.
- Support the set up and breakdown of student educational activities.
- Coordinate travel arrangements, complete and manage necessary associated paperwork for faculty members as assigned.
- Plan, initiate, and execute to completion administrative and secretarial work of the office, which may include maintaining office and educational supplies for the office and faculty.
- Assist in the preparation of correspondence, reports, agreements, documents, as directed.
- Participate in training and professional development sessions to enhance job performance.
- Other related duties as assigned.
Knowledge, Skills and Abilities
- Desire to learn new software and technologies with the ability to effectively use these applications.
- Demonstrated experience with Microsoft Office applications, including Excel.
- Excellent proofreading skills and attention to detail.
- Ability to coordinate and prioritize many different tasks, set deadlines and complete projects in a timely manner.
- Must have the ability to communicate clearly and in a professional manner in any capacity.
- Ability to establish and maintain excellent cooperative working relationships.
- Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution.
- Ability to work with sensitive and confidential material.
- Carry out assignments without detailed instructions and ability to work independently.
Open Until Filled
Yes
Special Instructions
WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller – HR Coordinator at smiller@osteo.wvsom.edu.
