(Hybrid) Program Assistant III - Office of Research and Graduate Education

The Office of Research and Graduate Education at West Virginia University is currently accepting applications for a (Hybrid) Program Assistant III.

About the Opportunity

The Program Assistant III is responsible for providing programmatic support for the Office of Research and Graduate Education. This position is responsible for supporting the MS in Health Sciences graduate program, BMS/CTS graduate programs, C8 Project, data/content maintenance and other graduate program and research related efforts.

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

Health Sciences admissions process:

• Pull applications from TargetX system routinely and maintain spreadsheets and SOLE site with student data made available to the admissions committee
• Communicate deadlines and need for additional application information with students
• Schedule and organize all data for admissions review meetings, setup and attend
• Provide weekly application data to Graduate Program Director
• Tracks decisions on admission for all students and draft and send all offer, rejection and wait list letters
• Support Graduate Program Director with recruitment outreach internally and externally
• Communicate and track all alumni data

Digital Measures Liaison

• Support the promotion and tenure process in the Digital Measures platform (as required by the institution) for the basic sciences faculty.
• Assist in training departmental staff on the Digital Measures platform.
• Responsible for keeping up-to-date on changes and disseminate to HSC community.
• Involved in doing on-line searches, copying, checking web page links, data entry, assistance with grant preparation.
• Retrieve and manipulate data for reports, presentations and other requests

Graduate Faculty Status

• Assist the AVP of Graduate Education and gather renewals/new membership applications.
• Set up meetings for Graduate Faculty Membership Committee.
• Notify faculty of their membership approval.
• Update HSC Office of Research and Graduate Education list/database (Access).
• Track professional development experiences as they apply to graduate faculty status.

Data/Content Maintenance

• Monitors sponsored project proposals and award data and makes recommendations to Sr. AVP as needed.
• Plans and manages the development of special reporting and financial trends for sponsored projects across the HSC. Analyzes data and forecasts research funding trends.
• Regularly tracks and compiles data from within the institution's electronic research administration systems for measuring research metrics (monthly, quarterly, annually) to be used by both HSC and central leadership for long-term strategic planning initiatives in support of the research mission.
• Creates historical database including tracking, revenue, trends and projections for sponsored research in the HSC.
• Track and compile research funding opportunity solicitations from key sponsors across the HSC.
• Update/Maintain research space and asset management databases
• Update/Maintain contact lists (students(undergrad and grad), postdocs, faculty, staff) in Constant Contact at the beginning and end of each terms.
• Biomedical & Clinical and Translational Sciences Admissions Support
  
  
  
  • Assist in preparing applications for review
  • Create and send admission decision letters to applicants
  
  
  
  
• F31 International Fellowship and supporting F31 Writing Groups - collected and combined submitted applications; offers some support in facilitating
• Update/Maintain Office of Research and Graduate Education events SOLE site
• Provide SOLE Support for graduate programs
  
  
  
  • Create and management of SOLE courses (BMS 693A, BMS 700, BMS 792, BMS 793A, BMS 793B, BMS 701)
  • Create and manage course evaluations
  • Upload course evaluations to Digital Measures
  • Graduate Education Student Records SOLE sites support for all 5 Schools
  • Building new folders in SOLE for newly admitted students (all School)
  • Bulk uploading of student electronic files
  • Cleaning up the SOLE Depository (i.e. place where outside staff members can upload files for approval and inclusion in folders)
  
  
  
  
• Update/Maintain BMS Alumni Database

Special Projects

• Support special projects led by the HSC Office of Research and Graduate Education
• C8 project; prepare reports as needed, uploaded prepared reports to online sites and provide data for invoicing of payments for reports
• Logistics support for office related events including Van Liere & WV IDEA Research Conference, T32 training programs, etc.

Pay Grade: 15

• Associate's Degree in related field.
• A minimum of two (2) years of experience involving:
  
  
  
  • Higher education or related field
  
  
  
  
• 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 ability to operate a personal computer utilizing various word processing packages such as Word, Excel, Power Point, Access, etc. for reports, graphs, mailings and presentation development, along with the ability to set up video conferences.
• Previous experience with data entry/management
• Ability to work across disciplines and departments, as well as within the office, to finish projects and/or achieve goals.
• Ability to plan, organize and set priorities as needed.
• Ability to meet deadlines and work independently.
• Exceptional oral/written communication and presentation skills

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.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

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 proud to be an Equal Opportunity Employer and is the recipient of an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.