(Hybrid) Program Coordinator - WVU Career Center

The WVU Career Center at West Virginia University is currently accepting applications for a Program Coordinator.

About the Opportunity

The WVU Career Center has a unique opportunity for a Program Coordinator to join the team during an exciting time of momentum and strategy. This role will serve as a strategic partner across campus and will have a direct impact on the career development of students. You'll champion high-impact student employment, work with campus leaders to craft job opportunities that put students on a career track starting Day 1, assist in our transition to Workday, and use data to tell the story of our graduates' outcomes through the First Destination Survey. Beyond coordinating the day-to-day operations of the program, you'll directly hire, train, and mentor our student staff, building a supportive, hands-on team culture. If you love digging into systems, improving processes, and working directly with supervisors and students to make campus jobs truly meaningful, we want you on our team!

Application Instructions

• A resume and cover letter are strongly preferred.
• When completing an application, select "Additional Attachments" to attach a resume, CV, cover letter or other documents. Be sure to select the "Relevant" box next to the file name to include the attachment with your application for a specific position. If left unchecked, the hiring committee will not be able to view your attachment(s).

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 FAQ's.
• Wellness programs

What You'll Do

WVU Student Employment Program

• Provide operational, process, and management oversight of the WVU Student Employment Program (Non-Federal Work Study) across all WVU System campuses, including supervision and guidance related to the review, approval, and posting of student employment opportunities in Handshake.
• Develop and maintain relationships with student employee hiring managers while providing training, guidance, and support related to attracting, hiring, retaining, and supervising student employees.
• In coordination with the Director, develop and distribute instructional materials and resources to educate students on searching for and applying for campus employment opportunities through Handshake.
• Circulate, review, and maintain the WVU Student Worker Handbook for student employees and supervisors to ensure compliance with university policies and procedures.
• Promote student awareness and understanding of campus employment opportunities and processes while supporting the University's student employment initiatives.
• In collaboration with the Director, coordinate and support student employment initiatives and events, including the University's annual Summer Job Fair and Back-to-School Fair.
• Serve as liaison to Student Financial Services to ensure the accuracy of Federal Work-Study (FWS) eligibility information within Handshake (CSM) and collaborate on procedures supporting the operational needs of the WVU Student Employment Program.
• Maintain confidentiality of sensitive student, employer, and institutional information in accordance with university policies and applicable regulations

Financial & Business Operations

• Direct and oversee the University Career Center's business and financial operations, serving as liaison to Shared Services and Strategic Planning & Analysis for accounts payable/receivable and budgeting; managing budgets, reconciliations, reporting, travel, revenue tracking, and compliance with University and WVU Foundation policies.
• Manage, monitor, and track revenues and expenditures for all career fairs and events, including fee collection, financial reporting, and event revenue-sharing processes.
• Reconcile TouchNet deposits and PCard expenditures and monitor monthly budget reports to ensure accuracy and alignment with financial records.
• In collaboration with the Director and Program Director, assist in developing the fiscal year budget for the following year, incorporating the Center's current financial position and projections.

Data Management & Technology Administration

• In coordination with the Director, colleges, and campus career centers, manage the First Destination Survey (FDS) process within Handshake, including administration, data collection, analysis, reporting, and distribution of graduate outcomes data.
• Ensure data integrity by monitoring response rates, validating data accuracy, generating reports, and disseminating strategic outcomes data to campus stakeholders, leadership, and external partners.
• Manage the Career Center's chatbot (Ocelot), maintaining knowledge of the platform and overseeing the live chat feature, while ensuring the accuracy, consistency, and currency of information provided to users.
• Oversee and maintain career management systems and databases, including Handshake and the Center's ListServ account.

Administrative Operations, Personnel Management & Strategic Support

• Oversee daily office operations, including ensuring office opening and closing procedures are completed in accordance with departmental policies and procedures.
• Coordinate and manage front office operations, communications, inquiries, scheduling, and customer service for students, alumni, employers, faculty, staff, and community stakeholders.
• Collaborate with Career Center leadership to coordinate logistics, planning, administration, and hospitality functions for student-facing and employer-facing programs, career fairs, and special events.
• Oversee career coaching schedules and appointments utilizing the Center's career management platform and University calendar systems.
• Supervise, hire, train, schedule, and evaluate student workers while overseeing HR-related processes and procedures for hiring, onboarding, and terminating student employees.
• Develop and oversee training procedures for new employees and student workers to ensure effective office and systems operations.
• Serve on University committees and support departmental strategic planning, assessment, operational initiatives, and other duties as assigned.

• Bachelor's degree in Business Administration, Higher Education Administration, Human Resources, Public Administration, or a related field.
• A minimum of three (3) years of experience in related experience, such as:
  • Experience managing administrative, business, financial, or operational functions.
  • Experience supervising, training, or coordinating student employees, staff, or volunteers.
  • Experience with budgeting, financial reconciliation, and reporting.
  • Experience using databases, data management systems, and reporting tools.
  • Experience planning and coordinating programs, events, or projects.
  • Experience working in higher education, career services, human resources, or student affairs preferred.
• 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

• Excellent interpersonal, communication, and customer service skills.
• Strong organizational, planning, and project management abilities.
• Ability to prioritize multiple responsibilities and meet deadlines.
• High degree of attention to detail and accuracy.
• Ability to analyze data and prepare reports.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency with technology systems and databases.
• Professional appearance and demeanor.
• Results-oriented, quality-driven, and team-oriented approach.
• Ability to build collaborative relationships with students, faculty, staff, and external partners.
• Ability to work independently while contributing effectively to a team.

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.