Office Administrator

Position Details

Get to Know Us!

Marshall University is a public comprehensive university with a rich history as one of the oldest institutions of higher learning in West Virginia. Founded in 1837 and named after Chief Justice John Marshall, definer of the Constitution, Marshall University advances the public good through innovative, accredited educational programs. We are located in downtown Huntington, West Virginia, with additional locations in South Charleston, Point Pleasant, Teays Valley and Beckley. Marshall University's mission, inspired by our Vision and Creed, includes a commitment to:

• Offer a wide range of high quality, affordable, and accessible undergraduate, graduate, and professional education that prepares students to think, learn, work, and live in an evolving global society.

• Create opportunities and experiences to foster understanding and appreciation of the rich diversity of thought and culture.

• Maintain a dynamic intellectual, artistic, and cultural life by promoting and supporting research and creative activities by undergraduates, graduates, and faculty.

• Contribute to the quality of life of the community, region, and beyond through applied research, economic development, health care, and cultural enrichment.

• Cultivate the development of an inclusive, just, and equitable community.

Come Meet Marshall and discover what it means to be part of the Marshall University family!

Come join our Herd!

We are committed to attracting and retaining quality faculty and staff. In doing so, Marshall University offers outstanding benefit packages to eligible employees only. (E-Class in the job posting). Marshall University Research Corporation (MURC) employees have different benefit options than those listed below.

• Work week is 37.5 hrs.
• A great highlight in December is that Marshall University employees receive almost two weeks off for Winter Break!
• Holidays

• Employees receive 13 Paid Holidays

• Annual and Sick Leave

• Classified Staff, Non-Classified Staff and 12-month Faculty earn up to 24 days of annual leave per year (max 360 hours) and up to 18 days of sick leave per year. ) Employee Leave

• Health Insurance

• Marshall University offers health insurance through West Virginia Public Employees Insurance Agency (PEIA). There are seven (7) health benefit plans.

• Educational/Tuition Benefits

• Marshall University provides tuition benefits to regular employees (after probationary period) and their dependent children.

• Retirement Plans

• Marshall University offers retirement through Teachers Insurance and Annuity Association (TIAA). Full-time benefits eligible employees must participate in the mandated retirement plan (401(a)).

• Life Insurance

• Basic term life insurance ($10,000) at no cost and may purchase optional life insurance coverage with pre-tax earnings.

• Wellness Programs

• PEIA provides various care management programs and the Pathways to Wellness program.

We are . . . Marshall!

Position Information

Banner Position Number 000828 Position Title Office Administrator Classification Title Office Administrator Department VP-Intercultural & Student Affairs

• MU3000 Job Description

VP Administrative Support

• Provides administrative support and serves as the assistant to the Vice President for Intercultural & Student Affairs

• Manage the daily calendar of the VP by scheduling internal and external meetings, travel, and events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations.

• Compile and/or prepare materials for meetings to ensure the VP is fully prepared for scheduled meetings and ensure that materials are accessible in a timely manner, including incorporating feedback from multiple sources, meeting minutes, or post-meeting action items.

• Record and transcribe all reports, meeting minutes, correspondence, handwritten copies, or primary source material.

• Oversee travel arrangements and itineraries; reconcile purchasing card expenses and reimbursements, ensuring compliance with university policies.

• Work closely and support the Vice President and the Division Budget Manager in providing oversight for various budgets and expenditures, reviewing and approving financial transactions. Assist with budget management tasks, such as tracking expenses, processing purchase orders, and reconciling accounts.

• Plan, organize, instruct, and assign clerical responsibilities to student employee staff. and assign clerical responsibilities to student employee staff.

Division Administrative Support

• Provides administrative support to Assistant Deans, Directors, and Intercultural & Student Affairs departments. Serves as the first point of contact for visitors to Student Conduct.

• Manage the division calendar; coordinate complex calendars by scheduling campus events information, in-person meetings, virtual meetings, and calls while demonstrating care for all details. Manage impromptu requests to see staff and help prioritize commitments.

• Coordinate and attend to the logistics for certain meetings; ensure reserved spaces, presentation equipment, and materials are prepared. Compile, analyze, and prepare special reports and materials as requested.

• Process all paperwork, payments, and follow-up correspondence including but not limited to performers, speakers, hospitality, student organization funding, and other events expenses; possess and reconcile purchasing card expenses; assist vendors and performers with completion of contracts as required under WV code. Process forms including but not limited to PAR, stipends, and termination.

• Arranges travel and process associated fees.

• Maintains supplies and materials, including copy/fax machines, computers, and general office supplies. Ensures office equipment is in good working order and that routine maintenance is maintained per service agreement.

• Responsible for office mail and other correspondence, classifies by content and forwards to appropriate staff. Responds to requests for information, exercising judgment in reply. Responds to various email correspondence.

• Verifies and maintains hours for student employees in Time Clock Plus.

Staff Onboarding

• Manage and oversee the onboarding of new staff, including setting up workspaces, including desks, computers, email, phones and phone numbers, and any other necessary equipment or supplies. Ensure employee has access to systems associated with the position, i.e., Blackboard, Banner, People Admin, and Time Clock Plus.

• Process forms including but not limited to PAR, stipends, and termination.

• Serve as a point of contact for new hires, answering questions, providing information, and directing them to the appropriate resources.

• Follow up with new hires to ensure they are settling in well and address any issues or concerns they may have during the onboarding process.

• Collect feedback from new hires about their onboarding experience and use it to improve the process.

Location MU

• Marshall University Salary Range $29,500-$38,400 - Salary is commensurate with experience and internal equity Salary Grade 4

Qualifications

Must be able to perform all essential job duties as outlined in the job description.

Required Qualifications

Education

• Bachelor's degree or equivalent education and experience with at least three years of progressively responsible experience providing administrative support.

Experience

• Sensitivity and discretion in handling confidential materials and information. Excellent interpersonal skills and emotional intelligence. Effective communication, attention to detail, and a student-centered approach. Ability to maintain composure when faced with urgent or emergency situations.

• Experience excelling in fast-paced environments through organization, time management, and prioritization among competing demands, including regular follow-up to inform colleagues of progress.

• Excellent communication skills and experience drafting correspondence and other written communications; must have strong attention to detail.

• Ability to work collaboratively and independently, achieve high-performance goals, and meet deadlines in a fast-paced and frequently changing environment.

• Experience achieving results in demanding environments, including motivating self and others for results through initiative and a solutions-oriented approach to work. Success in collaborating with diverse individuals and groups, fostering transparency and trust, and resolving challenges in a respectful and open environment.

• Demonstrated proficiency/skills in Office Desktop/Microsoft 365 technology.

Skills

Demonstrated ability with Office Desktop/Microsoft 365 technology, including working with Microsoft Office suite of products, including Word (word processing, letter composition, report formatting), Excel (data management), PowerPoint (report creation and formatting), Outlook, Teams, One Note, and One Drive.

Preferred Qualifications

Education Experience

Posting Detail Information

Posting Number MU0865NE Open Date 04/05/2024 Close Date 04/26/2024 Open Until Filled No Special Instructions Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Do you currently hold a Bachelor's degree?

• Yes

• No

Applicant Documents

Required Documents

• Resume

• Cover Letter

• List of Three References w/Contacts

Optional Documents