Office Administrator - College of Business and Economics

The College of Business and Economics at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

The Office Administrator serves as a strategic and operational leader for 2-3 academic departments and their associated centers within the John Chambers College of Business and Economics. This role exercises broad authority in overseeing departmental administration and advising leadership on compliance, policy implementation, and process improvement. The Office Administrator operates with a high degree of autonomy and acts as a key advisor to department chairs and center directors on administrative policy, budget planning, and workforce matters. The position requires independent judgment and discretion in carrying out responsibilities with a high degree of professionalism and accuracy.

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

Departmental and Center Operations

• Serve as the primary administrative point of contact for assigned departments and centers, managing inquiries and providing referrals as appropriate.
• Support department chairs with scheduling, travel coordination, calendar management, and preparation of internal reports.
• Support faculty hiring, promotion, and tenure processes by preparing documentation and monitoring compliance with college and university deadlines.
• Facilitate onboarding and systems training for faculty and staff in WVU platforms such as MyTime, MyExpenses, and MyTravel.
• Advise department leadership on operational procedures and recommend improvements aligned with college and university policy.
• Develop internal protocols to streamline academic administration and ensure compliance with evolving university policies.
• Provide strategic input to center directors on administrative structure, staffing models, and operational planning.
• Prepare internal documentation and reports, including budget updates, event summaries, and planning memos.
• Assist with drafting and distributing departmental communications, website content, and promotional materials.
• Support center and department leadership in maintaining clear internal documentation and communication flow with faculty and college leadership.

Financial Management

• Develop and maintain budget tracking, plans for departments and centers; provide forecasting and policy guidance to department chairs.
• Oversee PCard purchases and monthly reconciliations in compliance with university policies.
• Process travel arrangements and reimbursements for faculty, guests, and staff, ensuring adherence to university travel regulations.
• Assist in budget preparation for grant submissions in collaboration with faculty and the research office.
• Ensure compliance with college purchasing procedures and support procurement activities.

Contract and Payroll Coordination

• Interpret and apply university policies related to faculty and graduate hiring, to ensure compliance.
• Prepare and process employment contracts for Graduate Student Employees and Adjunct Instructors, tracking deadlines and approvals.
• Post student worker and temporary job requisitions in partnership with the College HR team and manage onboarding logistics.
• Track time and payroll for student workers and hourly employees, ensuring accuracy and timely submission.
• Maintain organized personnel files and contract records in accordance with college and university policy.

Event Planning and Logistics

• Plan and coordinate departmental and center events including faculty meetings, student ceremonies, guest lectures, workshops, conferences.
• Oversee event logistics such as scheduling, room setup, catering, travel arrangements, honoraria, and post-event follow-up.
• Work with the college communications team to promote events and ensure consistent branding and messaging.

• Bachelor's degree in business administration or a related field.
• A minimum of one (1) year of related experience involving:
  
  
  
  • Proficiency with Microsoft Office Suite and ability to learn WVU systems such as MyExpenses, MyTravel, MyTime, and Mountaineer Marketplace.
  
  
  
  
• 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

• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple tasks and deadlines with attention to detail.
• High level of professionalism and discretion when handling sensitive information.
• Ability to work independently and collaboratively in a team environment.

Preferred Qualifications

• Experience managing financial records, employment contracts, and department operations in a university setting.
• Knowledge of WVU administrative policies, payroll, and procurement systems.

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.