(Hybrid) Administrative Coordinator - University Events, Office of the President

The department of University Events at West Virginia University is currently accepting applications for an Event Administrative Coordinator.

About the Opportunity

This position manages a variety of general office activities to include fiscal management and is the system administrator for the unit's database.

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

• System manager for the Office of University Events database. Research and inputs information for contact relationship management. Maintains budget and inventory tracking. Accountable for accuracy of system which is key for event information and donor relationship management. Identifies new contacts and vendors as needed. Serves as liaison with Salesforce (software company) and WVU OIT to implement updates and service of system.
• Monitors the monthly and quarterly reporting systems of the University Events office and Blaney House. Prepares first draft reports for budget analysis. Tracks the budget and expenditures of state and Foundation dollars supporting the traditional and add-on events in the area of responsibility; includes processing invoices. Assists director in the annual budget preparation for state and Foundation funds. Reviews financial reports of previous year's event expenditures for traditional and add-on events. Makes recommendations as appropriate.
• Ensures the efficient operation of the unit and Blaney House as related to invoices, contracts and purchasing.
• Counsels staff on various consequences, recommendations and options concerning the procurement function. Responds to inquiries about procedures by researching and interpreting state policy regulations. Works directly with the expert business office, procurement and the Foundation to ensure University, state and federal guidelines are followed.
• Coordinates and manages the unit's development and purchasing of branded and other materials used by the President and others to advance the University, including office supplies, event support supplies and household items for Blaney House. Implements and manages the state bidding process on items for purchase. Places orders for items, keeps and maintains inventory of goods received as well as reordering of inventory. Works with WVU Trademark Licensing as needed to ensure the correct branding/standards of all registered and protected marks of the University are adhered to.
• Performs miscellaneous job-related duties as assigned.

Pay Grade: 15

• Bachelor's degree.
• A minimum of two (2) years of experience in the following:
  • Development and use of spreadsheet and database applications for financial reporting.
  • Related financial and accounting experience; fiscal management; experience with state rules, policies and procedures
  • Customer service
• 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

• Maintain confidentiality at highest level.
• Demonstrated ability to operate a personal computer with knowledge of automated accounting systems, word processing, databases, and spreadsheet application software packages.
• Demonstrated understanding of accounting principles and their application. Position is expected to remain current and proficient in the use of reporting tools related to University standards and policies.
• Demonstrated ability to operate positively and effectively in a business environment that demands fast paced, accurate results. Ability to work independently, with strong analytical skills to organize information, exercising judgement, tact and diplomacy in all interactions. Must be able to prioritize assignments and meet deadlines.
• Demonstrated strong communication skills with the ability to communicate clearly and concisely with a broad variety of contacts.

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.