Administrative Professional & Events Coordinator - Dean's Office, Eberly College of Arts and Sciences

The Dean's Office in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Administrative Professional & Events Coordinator.

About the Opportunity

The position is responsible for the strategic planning and seamless execution of the College's signature events. In addition, the position performs high level administrative duties for the Associate Dean for Academic Affairs, Associate Dean for Research & Graduate Studies, Assistant Dean for Curriculum & Assessment, Assistant Dean for Undergraduate Student Services & Programs, Executive Director of Development, Director of Institute for Policy Research & Public Affairs in the Rockefeller School, and the Director of the STEM Collaborative.

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)
• 24 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 FAQs.
• Wellness programs

What You'll Do

Executive Administrative Coordinator - Office of the Dean

• Provides high-level administrative support to the Associate Dean for Academic Affairs, Associate Dean for Research & Graduate Studies, Assistant Dean for Curriculum & Assessment, Assistant Dean for Undergraduate Student Services & Programs, Executive Director of Development, Director of Institute for Policy Research & Public Affairs in the Rockefeller School, and the Director of the STEM Collaborative.
• Serves as a key liaison, communicating daily with senior officials at West Virginia University, peer institutions, government agencies, donors, the WVU Foundation, parents, students, and alumni. These interactions often involve referrals, issue resolution, policy development, and the dissemination of critical information. Serve as the back-up to the Office Administrator Sr. when the incumbent is on leave.
• Independently manages the graduate and undergraduate Academic Enrichment Travel and Research Award Programs, with oversight from the Assistant Dean for Financial Planning and Management; responsible for budget disbursement, determines student allocation based on student major and eligibility criteria, fund source selection, award approval and notification, completion of required documentation (e.g., RSA Forms), and coordination with the Eberly Budget Office and Office of Financial Aid to ensure timely processing of awards to student accounts.
• Coordinate interviews for Assistant and Associate Dean's as vacancies arise. Contact applicants and manage presentations, interviews, travel, meals, and reimbursements.
• Serves as secretary of the Curriculum & Assessment Policy Committee, which includes attending each meeting to take notes, disseminating notes to members, collects feedback and designs the meeting minutes.
• SLI coordinator: Troubleshoots course scheduling issues in CLSS for all ECAS subject codes when needed. Provides solutions after consulting the appropriate offices (e.g. Registrar, Scheduling, Departments, etc.)
• Survey Forms: Create and manage complex college-wide Qualtrics Surveys on a variety of projects. Work with IT and other units to develop and implement surveys. Collect and summarize data from these survey projects.
• Creates, distributes, and manages Common Exam schedule for ECAS STEM disciplines. This impacts approximately 3000 students across the university. This needs completed every semester. Requires working knowledge of the academic calendar and as well as an understanding of student progression through their STEM foundational courses to avoid potential scheduling conflicts.
• Serves as a point of contact for articulation agreements from the Office of Registrar. Contacts departments for signatures and relays any feedback, incorrect information and inconsistencies to the Office of Registrar.
• Coordinates all travel arrangements with Assistant/Associate Deans and the Director of Institute for Policy Research & Public Affairs in the Rockefeller School including hotel reservations, working with hotels to submit a credit card authorization or payment portal so all applicable charges are charged to procurement card, airfare, car rentals, conference registrations, and any other necessary arrangement. Obtains college level approval for these expenses. Reimburses Assistant/Associate Deans for personal expenses incurred on travel or for any office related expenses. Assists other Dean's Office staff with these arrangements as needed.
• Responsible for purchasing in the Dean's Office, using a procurement card & Mountaineer Marketplace, including office supplies, event supplies, and hospitality.
• Serves as point of contact for College's Outstanding Teacher, Research, Public Service awards (3 separate awards with different guidelines and committees) and the College's nominees for the WVU Foundation Teaching Awards. Updates guidelines, builds and schedules committees, manages files submitted by nominees. Notifies winners and non-winners.
• Assists of Director of Institute for Policy Research & Public Affairs in the Rockefeller School with minimal Post Award Grant management by discussing percentages of effort for him and his staff and reporting that to our business office, preparation of or obtaining signatures on Payroll forms and assisting in audits initiated by our business office and central.
• Assist the Chief of Operations with annual teaching faculty renewal letters. Duties include draft/proofreading letters, sending and tracking signed letters.
• Proofreads and edits written communications and marketing materials. Design and edit departmental recruiting materials, informational flyers, signs, and banners.
• Serves as point of contact for College's Outstanding Teacher, Research, Public Service awards (3 separate awards with different guidelines and committees) and the College's nominees for the WVU Foundation Teaching Awards. Updates guidelines, builds and schedules committees, manages files submitted by nominees. Notifies winners and non-winners.
• Assists of Director of Institute for Policy Research & Public Affairs in the Rockefeller School with minimal Post Award Grant management by discussing percentages of effort for him and his staff and reporting that to our business office, preparation of or obtaining signatures on Payroll forms and assisting in audits initiated by our business office and central.
• Assist the Chief of Operations with annual teaching faculty renewal letters. Duties include draft/proofreading letters, sending and tracking signed letters.
• Proofreads and edits written communications and marketing materials. Design and edit departmental recruiting materials, informational flyers, signs, and banners.

Event Planning & Execution

• Responsible for the strategic planning, coordination and execution of highly visible College events that support College/University goals and enhance stakeholder engagement. The incumbent collaborates with the Dean, University leadership, academic departments, and external partners to align events with branding, mission, and budgetary guidelines.
• The employee plays a key role in cultivating relationships with College/University donors and alumni, by designing and executing events that foster engagement, showcase Eberly and University achievements, and support advancement goals. The incumbent will serve as the representative for the College during the events.
• Partner with the Dean to determine the nature and objectives of each event.
• Secure appropriate venues and coordinate with facilities teams for setup and logistics.
• Design event menus with attention to dietary restrictions and preferences.
• Procure floral arrangements and customized awards for presentation.
• Schedule professional photography services.
• Draft and manage contractual agreements for guest speakers.
• Coordinate promotional efforts for events open to the public.
• Collaborate with the Dean and Director of Communications to develop event programs.
• Prepare scripts and outlines for select events to ensure smooth flow and messaging.
• Manage RSVP tracking and accommodate special guest needs.
• Create seating charts, name tags, and place cards.
• Recruit and supervise event support staff.
• Oversee on-site setup and remain available throughout the event to address any needs.
• Process vendor invoices and ensure timely payments.
• Provide strategic recommendations to the Dean regarding the continuation, modification, or cancellation of recurring events based on participation and developmental impact.
• Make travel arrangements for speakers, lecturers, and invited guests.
• Other duties as assigned.

• BA/BS degree preferably in communications, business, or English.
• Minimum of two (2) years of professional experience, including:
  • Event planning
  • Administrative support
  • Business writing
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Demonstrated excellent writing and editing skills, including composition, grammar, punctuation and proofreading.
• Demonstrated ability to successfully plan and execute College events.
• Excellent attention to detail and follow-up.
• Demonstrated excellent interpersonal communication and public speaking skills.
• Demonstrated ability to manage multiple projects simultaneously with a high level of detail while meeting deadlines.
• Ability to establish and maintain effective relationships and deal tactfully with a variety of people, including internal and external constituents, alumni, WVU faculty and staff, students, media representatives, vendors and the public.
• Demonstrated ability to work autonomously, with minimal supervision, as well as part of a team in a fast-paced environment.
• Ability to work occasional evenings and weekends.
• Ability to conduct oneself in a professional manner.
• Demonstrated ability to maintain confidentiality.
• Demonstrated excellent time management and organization skills.
• Demonstrated knowledge of Microsoft Suite.

• Applicants are encouraged to submit a resume and cover letter with their submission.

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.