Program Assistant - College of Applied Human Sciences - Student Success

The College of Applied Human Sciences at West Virginia University is currently accepting applications for a Program Assistant.

About the Opportunity

The Program Assistant II will provide daily administrative support for the Office of Student Success. Including administrative support for student recruitment, retention, and career readiness programs and initiatives. Position will also manage forms and processes related to Graduation, Graduate forms, Academic Common Market, Ohio Reciprocity, Course Program Of Study, Internship Approval Requests, Degree Works Exceptions and Academic Status Updates.

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 FAQ’s.
• Wellness programs

What You'll Do

Administrative Support

• Provide Administrative support to the Director of the Office of Student Success, and the Office of Student Success Staff- recruiters, student success coordinators, advisors, and career development coordinators.
• Work the front desk for the Office of Student Success, direct students/walk-ins to the appropriate person, answer student questions or escalate to the correct resource.
• Support recruitment efforts by assisting in the development and delivery of communication materials to prospective undergraduate and graduate students.
• Support the advising staff by scheduling appointments, answering phones, and responding to emails.
• Assist with admission process for graduate degree programs: Development of communications, application review, manage communication plan, help with registration, and facilitate onboarding of graduate students.

Manage Forms and Processes

• Manage the graduation application approval process and graduation certification process.
• Support all advising staff in lifting department holds, registration restrictions, etc.
• Utilize various institutional databases, including STAR/BANNER, DegreeWorks, Navigate, Argos, and TargetX, Slate
• Assist in verifying academic records to certify student progress toward degree completion.
  • Schedule meetings with appropriate staff, faculty, and administrators, and assists with agenda preparation and notetaking.
• Manage the internship approval request Qualtrics form and process.
• Coordinate the academic status update process (major changes, minor additions) for incoming, current, and graduating students - including notification of new advising assignments and advisor/advisee introductory email.

Assist with Communication

• Communicate with prospective undergraduate students via phone and email to facilitate the admissions and on-boarding process.
• Assist with OSS Bulletin (newsletter)
• Manage CAHS vanity email account and academic webpages in addition to answering main phone line to screen incoming calls; answer inquiries and direct calls appropriately.
• Collaborate with staff assigned to course scheduling and manage updates as needed

Other Duties as Assigned

Pay Grade: 13

The College of Applied Human Sciences at West Virginia University is currently accepting applications for a Program Assistant.

About the Opportunity

The Program Assistant II will provide daily administrative support for the Office of Student Success. Including administrative support for student recruitment, retention, and career readiness programs and initiatives. Position will also manage forms and processes related to Graduation, Graduate forms, Academic Common Market, Ohio Reciprocity, Course Program Of Study, Internship Approval Requests, Degree Works Exceptions and Academic Status Updates.

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 FAQ’s.
• Wellness programs

What You'll Do

Administrative Support

• Provide Administrative support to the Director of the Office of Student Success, and the Office of Student Success Staff- recruiters, student success coordinators, advisors, and career development coordinators.
• Work the front desk for the Office of Student Success, direct students/walk-ins to the appropriate person, answer student questions or escalate to the correct resource.
• Support recruitment efforts by assisting in the development and delivery of communication materials to prospective undergraduate and graduate students.
• Support the advising staff by scheduling appointments, answering phones, and responding to emails.
• Assist with admission process for graduate degree programs: Development of communications, application review, manage communication plan, help with registration, and facilitate onboarding of graduate students.

Manage Forms and Processes

• Manage the graduation application approval process and graduation certification process.
• Support all advising staff in lifting department holds, registration restrictions, etc.
• Utilize various institutional databases, including STAR/BANNER, DegreeWorks, Navigate, Argos, and TargetX, Slate
• Assist in verifying academic records to certify student progress toward degree completion.
  • Schedule meetings with appropriate staff, faculty, and administrators, and assists with agenda preparation and notetaking.
• Manage the internship approval request Qualtrics form and process.
• Coordinate the academic status update process (major changes, minor additions) for incoming, current, and graduating students - including notification of new advising assignments and advisor/advisee introductory email.

Assist with Communication

• Communicate with prospective undergraduate students via phone and email to facilitate the admissions and on-boarding process.
• Assist with OSS Bulletin (newsletter)
• Manage CAHS vanity email account and academic webpages in addition to answering main phone line to screen incoming calls; answer inquiries and direct calls appropriately.
• Collaborate with staff assigned to course scheduling and manage updates as needed

Other Duties as Assigned

Pay Grade: 13

• Associate's degree
• A minimum of one (1) year of experience involving:
  • Performing administrative or programmatic support
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Ability to use a variety of computer programs
• Strong organization, time management, multi-tasking, and prioritization skills
• Demonstrated strong oral and written communication skills
• Strong customer service skills

Preferred Qualifications

• Experience in educational setting

• Associate's degree
• A minimum of one (1) year of experience involving:
  • Performing administrative or programmatic support
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Ability to use a variety of computer programs
• Strong organization, time management, multi-tasking, and prioritization skills
• Demonstrated strong oral and written communication skills
• Strong customer service skills

Preferred Qualifications

• Experience in educational setting

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.

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 an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.

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.

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 an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.