Assistive Technology Assistant - Center For Excellence In Disabilities

The Center for Excellence in Disabilities at West Virginia University Research Corporation is currently accepting applications for an Assistive Technology Assistant.

About the Opportunity

The purpose of this position is to perform clerical and administrative functions following established policies, procedures, and methods in support of the Principal Investigator, Program Manager, and staff of the West Virginia Assistive Technology System (WVATS) Program. Provides program, as well as direct client support services. Responds to inquiries and independently resolves matters of low to moderate complexity. Responsibilities require some judgement, resourcefulness, and originality, but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort has considerable impact on client services, program, and project image, with potential legal liabilities.

At WVU Research Corporation, we strongly believe in work-life balance and keeping time for things we love outside our work. WVU Research Corporation offers a comprehensive benefits package with a variety of options to suit your needs:

• 13 paid holidays (staff holiday calendar)

• PTO

• 403(b) retirement savings with a fully vested 3% employee contribution match, (Employees have the option of contributing an additional 1-3% of their earnings to the plan, which is also matched by the WVURC)

• A range of health insurance and other benefits

• Dependent Education Scholarship

• WVU Perks

• And More!!

What you'll do:

Clerical Duties:

• Perform general reception duties, answer telephone, receive and greet visitors to office area, determine nature of the visit and direct visitors/communications to the appropriate staff member.

• Compose correspondence, letters, proposals, charts, graphs, manuscripts, complex forms and memorandum. Also type travel, procedures, consultant agreements and contract agreements. Create tables, charts, and graphs.

• Provide meeting support and facilitation including agenda and minute development.

• Proofread typed materials.

• Maintain paper and electronic filing - reports, correspondence and various forms.

• Coordinate and prepare written and electronic materials for mass mailing; maintain mailing lists and email listservs. Assist in the procurement of program equipment and supplies, research companies for best price, complete purchasing paperwork.

• Receive and submit invoices, bills of sale, receipts, and other accounting documents to a central accounting department.

Group Coordination:

• Schedule appointments, complex committee meetings, staff meetings, manage supervisor's calendar as needed, coordinate all arrangements relating to location, time, and date; create and disseminate the agenda to participants.

• Organize on-line and in person program-wide regional and statewide seminars, workshops, and training sessions; confirm/verify receipt of information; request for information from those enrolled.

• Prepare various training and meeting materials for small and large groups of individuals. Coordinate the collection of materials for meetings and conferences.

• Prepare and submit required documentation to offer continuing education units for trainings, summarize training evaluations.

• Coordinate group travel arrangements and reservations, utilizing both State and WVU Research Corporation regulations/forms to ensure compliance to internal CED travel policies, as well as, all State, WVU and Federal travel policies and procedures.

• Coordinate meetings with the WVATS Advisory Council members and agency representatives.

• Reconcile staff and Advisory Council members expenses and travel through My Expenses.

• Coordinate program-specific orientation for new hires in collaboration with the Supervisor; work with Senior Administrative Assistant to complete logistics of new hire orientation.

Program Operations/Services:

• Serve as the point of contact for Center Loan Library. Responsible for adding new devices, facilitating loans for professionals and consumers, keeping track of inventory, setting up accounts for new partners, and collecting data for federal reporting.

• Communicate with overdue borrowers for retrieval of devices.

• Document and provide response to all program referrals and/or application requests made via phone, email, or website. Mail appropriate packets and specific information based on the customer needs/requests.

• Disseminate information to clients, as appropriate, on program information, processes, or tools.

• Coordinate the distribution of devices borrowed from the loan library.

• Provide feedback in the development and implementation of program policies and procedures.

• Create alternative formats, including braille, for publications and other disseminated information to ensure information is accessible to all staff, partners, and consumers.

• Coordinate data within program-specific databases. Receive and enter data, develop reports, audit for quality control.

• Oversee the data collection efforts of WVTAS subcontractors and enter their data into the federal reporting system.

• Provide program support for WVATS federal reporting requirements

Other duties:

• Assist Supervisor with the packaging of grant submissions.

• Assist supervisor, faculty and staff with special projects as instructed.

• Associate degree in a related field, or an equivalent combination of education and experience.

• A minimum of three (3) years of related experience.

• Using person first language and excellent knowledge of disability etiquette to interact with and coordinate services for individuals with multiple needs (including mental disabilities and physical disabilities) for the WVATS Advisory Council and related projects.

• Helps consumers to navigate the Virtual Library system.

• Demonstrated proficient computer skills and in grant proposal editing and packaging. Must be able to take and transcribe minutes using dictation equipment or shorthand.

• A thorough/demonstrated knowledge of correct English, grammar, spelling, punctuation, sentence structure and mathematical calculations, as well as, the proficient use of primarily PC computer platform and related software programs, including databases and spreadsheets.

• Strong oral and writing skills with emphasized attention to detail and accuracy.

• Thorough knowledge of office methods, procedures, practices and protocol.

• Thorough/demonstrated ability to apply judgment, discretion and initiative in performing complex secretarial work in a variety of subjects/programs/projects.

• Ability to work efficiently and effectively with a minimum of supervision.

• Demonstrated ability to establish filing procedures and file all correspondence and information in alpha, numerical, subject matter or chronological order quickly and accurately.

• Demonstrated ability to independently initiate, draft and prepare clear and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources.

• Ability to rapidly learn all academic, administrative and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.

• Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.

• Maintains skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.

• Ability to read and comprehend simple instructions, short correspondence, and memos.

• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.

• Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.