Program Assistant (Grant Funded)

General Job Summary Under the direction of the Director of TRIO Programs in the Division of Student Affairs, the Program Assistant will provide administrative and clerical support for the implementation of the Upward Bound Math and Science Grant Programs in support of compliance with the U.
S.
Department of Education, and our partnership school district(s).
This position will work directly with grant personnel, including project coordinators, tutors, and mentors.
This includes processing purchase requisitions, preparing reports, tracking budgets and expenditures, maintaining equipment inventory, communicating with diverse populations, and coordinating schedules and communications for grant personnel.
Classification: Full-time, Classified, Non-Exempt, Benefits-Eligible, Grant Funded This is a five-year federally grant funded position located on the campus of West Liberty University near Wheeling, West Virginia.
To learn more about the Division of Student Affairs, visit https://www.
wvhepc.
edu/inside-the-commission/offices-and-affiliates/student-affairs/ Duties and Responsibilities The primary responsibility is to assist with processing and monitoring expenditures and maintaining financial records for the programs’ federal grants.
Serves as the main point of contact for vendors and other service providers and will maintain effective workflow in the office.
In conjunction with the Coordinator of Fiscal and Administrative Services, the incumbent will provide administrative support to the site-level coordinators in the planning and implementation of their programs (e.
g.
processing vendor paperwork, making appropriate purchases, making reservations, and assisting on the day of events) including but not limited to: Handling office tasks, such as filling, generating reports, setting up for meetings, and ordering supplies.
Creates and processes records, travel, purchasing, student files, as required by the grants.
Providing real-time scheduling support by booking appointments.
Preparation and maintenance of computerized financial support documents.
Assistance with preparation and management of all program contracts and files.
Clerical support for special projects and events like field trips, workshops, and summer program activities.
Data input, maintain and monitor data files, create files and documents.
Produce reports, process billings, and process invoices.
Establish and maintain effective work relationships within the campus partner, department and agency.
Performs other duties as assigned.
The program assistant will have the capability to carry out assigned duties with minimal supervision and execute independent judgment in completing tasks.
Minimum Requirements An Associate degree in business, office management, secretarial science, or a related field is required.
A minimum of two years of recent relevant office management/secretarial experience is required.
Any acceptable combination of education and relevant experience will be considered.
Preference will be given to candidates with experience working with students and candidates with TRIO experience and/or college access or higher education experience.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES: Excellent computer and database skills.
Demonstrated the ability to work in a team-oriented environment.
Excellent interpersonal skills.
Excellent organizational skills.
Excellent written and oral communication skills.
Excellent record-keeping skills.
Proficiency using Microsoft Office including Word, Excel, and Outlook.
Ability to travel and be able to meet some periodic travel requirements (may include air travel).
Supplemental Information Review of applications begins June 9, 2023.
However, applications will be accepted until position is filled.
Application Process: In addition to filling out the job application, qualified candidates must submit a letter of interest and contact information for three professional references.
DETAILS OF RELEVANT WORK EXPERIENCE MUST BE SHOWN IN THE DUTIES SECTION OF YOUR APPLICATION TO RECEIVE CREDIT FOR YOUR EXPERIENCE.
Final candidates are subject to employment and credential verification, as well as reference and background checks.
Equal Opportunity/Affirmative Action Employer/Veterans/Disabled The West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability.
The Commission and Council provide a collegial, respectful and inclusive environment that values the diversity, creativity and contributions of its staff.