The West Virginia University School of Pharmacy is seeking applications for an Office Administrator. This position manages the day-to-day operations of the Rational Drug Therapy Program, including fiscal administration, dissemination of policies and procedures, and supervision of employees. It ensures the effectiveness of operations of a rapidly growing department within a complex organization and involves the application of policies and practices.
In order to be successful in this position, the ideal candidate will:
Research and correct budgetary discrepancies, ensuring appropriate corrections are made through recognized and accepted means.
Establish and maintain confidential reports, files and records.
Attend training and meetings on Oracle, procurement, personnel, and affirmative action policies for management of department. Solve problems relating to day-to-day operations.
Serve as primary contact for the office in Rational Drug Therapy Program. Greet and assist those who walk into office. Make recommendations for hire and disciplinary action, conduct performance appraisals, and approve leave requests. Develop and maintain office structure and process per institutional policies and procedures, and state and federal guidelines.
Coordinate workflow of the office. Allocate work assignments and issue deadlines. Ensure work is on schedule and meets quality standards. Interpret work rules and make work expectations clear. Assess problems and take corrective action.
Create invoices for supplies and equipment.
Process all new employees for department by completing appropriate paperwork.
Train department on budget maintenance, purchasing policies, personnel policies, and administrative procedures.
Order office supplies and track inventory stock items.
Ensure office equipment and machinery are in good working order.
Manage administrative activities related to the daily operations of program. This includes photocopying, faxing, and distributing mail. Responsible for event planning functions for the program.
Plan, develop, and monitor fiscal operations in conjunction with program director, Principal Investigator (Chair, Department of Pharmaceutical systems and Policy, WVU School of Pharmacy), to include state appropriated funds, grants, contracts, expense accounts, purchasing agreements, foundation accounts, and/or appropriations from a variety of funding sources.
Maintain budget balances for various funds and grants. Track grant revenues/expenditures and share summary reports with director and department chair about grants or contracts.
Prepare fiscal reports on office activities for transmittal to institution's budget office as well as state and federal agencies. Assist in compiling statistical data for quarterly reports. Draft fiscal, narrative, and other reports.
Reconcile Oracle General Ledger and Grants Modules.
Assist director and department chair in setting up annual operating budgets. Estimate past expenditures and work with director and chair to develop spending plan for internal use on all budgets, providing status of accounts and spending recommendations.
Pay Grade: 16
Bachelor's degree or an equivalent combination of education and/or experience.
One (1) year of experience in office administration, management, budget management and computer skills.
Experience with Mountaineer Marketplace is preferred.
Displays excellent interpersonal communication skills (e.g. friendly, cooperative, & professional attitude).
Ability to maintain proper unit attendance and punctuality standards.
Ability to travel to on-campus and off-campus locations meetings and other work-related activities.
Excellent organizational skills required to coordinate and organize a variety of complex projects at one time.
Demonstrated strong managerial and personnel skills.
Excellent oral and written communication skills are required.
Strong mathematical skills are necessary to perform complex financial calculations.
Knowledge of management principles and practices.
Thorough knowledge of correct English grammar, usage, and language skills.
Thorough knowledge of various software packages (Microsoft Work, Excel, Outlook, PowerPoint, Umbraco CMS, etc.), and ability to rapidly adapt to upgrades as they occur.
Knowledge of University Oracle system, including Data Miner
Knowledge of University travel policies and reimbursement procedures preferred.
Knowledge of State NS Research Corporation procurement card policies and procedures.
Knowledge of web page maintenance required.
Knowledge of management principles and practices.
At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at https://talentandculture.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. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Oct 30, 2020
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 214503
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.