(Hybrid) Program Assistant - Industrial and Management Systems Engineering

The Department of Industrial and Management Systems in the Statler College of Engineering and Mineral Resources at West Virginia University is currently accepting applications for a (Hybrid) Program Assistant.

About the Opportunity

As a (Hybrid) Program Assistant, you will provide administrative support to two NASA-related programs in West Virginia - the NASA West Virginia Space Grant Consortium (WVSGC) and the NASA WV Established Program to Stimulate Competitive Research (EPSCoR). The role involves a blend of reporting, advertising, data collection, and overall program management tasks.

The role requires strong organizational skills and attention to detail to assist in program operations and ensure compliance with reporting requirements as mandated by the agency. Responsibilities require some judgment, resourcefulness, and originality, but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort considerably impacts the program, meeting deliverables by the agency, and project image, with potential legal liabilities. Fast-paced and changing environment. Hybrid position with 3-4 days per week on-site at NASA office, Room 341, MRB. In and out-of-state travel is required 3-5 times per year.

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 FAQs.
• Wellness programs

Pay Grade: 15

What You'll Do:

This position involves a variety of administrative and support tasks performed under general supervision. Key responsibilities include, but are not limited to:

Data Collection and Reporting:

• Generate financial and statistical data reports: Generate, Prepare, and File required reports from Marketplace/My Reports on projects for review by the Assistant Director (AD) (Tuition Waiver Verification Forms, Expenditure Budget Summary Reports, Expenditure Budget Details Reports, etc.)
  
• Maintain e-Filing System: Oversee and update the e-filing system to ensure documents and records are properly organized and easily retrievable (TEAMS, Google Docs, Qualtrics, Agency Required -currently Gateway- etc.)
  
• Quarterly Reconciliation: Track and report on the financial status of program awards by comparing expended funds versus remaining project budget percentages and report to AD. Reviews monthly reports from system, checking expenses align with the program's budget and timelines and reporting to AD on a regular basis for action items.
  
• Initiate Contact with Awardees: Reach out to program awardees to collect preset report data (such as status updates or outcomes), and follow up for any missing information, ensuring timely submission and necessary data reporting for Gateway. Mid-year and final reports for all awardees for all programs. Up to 120 awardees per year.
  
• Organize and File Data: Maintain and file collected data in a shared folder for easy access by the team.
  
• Process Invoices: Work with the Shared Service Center as directed by the AD to process invoices, which may include purchase orders, sub-awards, service agreements, or direct payments.
  
• Assist as needed with EPSCoR tasks such as RID seed grant award notifications for faculty, report due dates, Research CAN send decision letters on award notices, attend EPSCoR national meetings.
  
• Manage data collection for longitudinal tracking for all NASA Internship and Fellowships (NIF), Research, and Higher ed projects sponsored by Space Grant, all other higher ed program with Affiliates (ELI, GSU, BSC Biology Day, WLU STEM Day), and research students that have worked with PIs, i.e. students on RIG.
  

Administrative and Office Support:

• Manages, plans, and executes all the Director's travel arrangements. Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
• Manages, plans, and executes all event travel arrangements. Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
• Manages, plans, and executes all the supply orders and travel plans for the Space Flight Design Challenge Student Org- Statewide team. Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
• Website - oversee student worker updates on routine edits or updates to NASA WVSGC and NASA EPSCoR website. Responsible for final updates and maintenance of office website.
• Ensure Events are posted on WVU calendars, Websites, and other social media platforms.
• Assist in preparing agendas, fliers, documents, name tags, calendar of events, invitations, attendee responses, etc.; arranges location, decorations, catering services and travel as needed.
• Exercises attention to the clerical, administrative, and operations aspects of the office functions. Review incoming mail and compose standard letters and memoranda for signature. Respond to request for detailed information.
• Maintains inventory and order office and outreach supplies for events and the office. Ensures office equipment and machinery are in good working order.
• Provides backup support to other functional areas of the program's office, as needed.
• Assist with the advertisement of programs through social media and other forms of communication.
• Participates in training and professional development sessions to enhance job performance.
• Attends meetings of the Agency, the Consortium and the NASA WV EPSCoR.
• Attends other on- and off-campus meetings as required or as directed and reports back to the AD on issues of importance. May serve on committees and task forces as requested and as directed
• Effectively organize and prioritize tasks to complete them in a timely manner within a fast-paced professional office environment.
• Maintains ListServ emails and personal Research Pcard ordering and reconciliation.
• Other related duties as assigned or as directed.

• An associate's degree in office administration or a related major.
• A minimum of two (2) years of experience involving:
  
  
  
  • Administrative support.
  • Microsoft Office Suite (including Excel, Outlook, PowerPoint, Word).
  
  
  
  
• 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

• Skilled at creating correspondence, reports, proposals, mailings, charts, graphs, forms, presentations, and memorandums.
• Must have excellent communication skills both in writing and verbally and be able to cope with several priority situations at the same time.
• Skilled at applying initiative in performing administrative work in various subjects, programs, or projects.
• Confirmed skills at operating a personal computer utilizing various programs such as Word, Excel, PowerPoint, etc., for reports, graphs, mailings, and presentation development. Must have demonstrated skills in using multiple databases.
• Experience in office administration to include planning and organizing committees and meetings. Thorough knowledge of office methods, procedures, practices, and protocols.
• Demonstrated knowledge and skills in editing written materials for proper content, spelling, format, grammar, punctuation, and sentence structure.
• Demonstrated strong organizational skills including accuracy and attention to detail for a fast pace, changing environment.
• Interpersonal skills, professional and courteous demeanor.
• Proactive approach to problem-solving and process improvement.
• Demonstrated tact and skill in handling sensitive and confidential information.
• Must maintain proper attendance and punctuality standards.
• Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees.
• Demonstrated ability to apply solid judgment, discretion and initiative in performing a variety of complex administrative tasks.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Ability to reason logically and analyze and solve problems.
• Ability to rapidly learn the operations of the University and work environment and the ability to create new avenues of approach when faced with new and unique problems.
• Ability to apply common sense understanding to carry out instructions furnished in oral, written, or diagram form.
• Ability to work independently with a minimal of direction and under broad guidelines.
• Ability to reason logically and analyze and solve problems.

• Resume.
• Valid US driver's license.
• Due to research funding by NASA, must be a U.S. Citizen.

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.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

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 proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.