Office Administrator - Carruth Center for Psychological and Psychiatric Services 16700
The Carruth Center for Psychological and Psychiatric Services at West Virginia University is seeking applications for an Office Administrator. This position plays a strategic role in managing the administrative functions of the Carruth Center under the direction of the Director and Clinical Director.
In order to be successful in this position, the ideal candidate will perform:
Management, Committees and Meetings
In conjunction with the leadership team supervise the front end and facility operations of the counseling center.
Maintain calendars of senior administrative staff utilizing two calendar systems: Titanium the EMR system and Office 365.
Serve as a member of the Leadership Team and maintain strict confidentiality of the decision-making processes involved with our center.
Manage and resolve the complex issues related to office administration and functions of the center including: Human Resources, Accounts Payable, Contracts, Accounts Receivable, travel arrangements and documentation required.
Serve on designated committees in the center and at WVU as assigned by the director.
Coordinate events for the center such as room reservations, catering, training, groups, etc. and plans office recognition functions.
Create reports and presentations for various meetings.
Supervises the maintenance of records required for our center accreditations.
Serve as the project manager for special assigned projects.
Manage new employee onboarding including training, office assignments, distribution of keys, orientation to center, and ensure new employee requests to WVU systems are submitted to appropriate departments and offices, including, but not limited to Titanium Scheduler (EMR), Network Drive access, Office 365 applications, Cisco Jabber, copier and scanning accounts, and physical access to the facility.
Required to complete the performance evaluations of staff reporting to this position.
Coordinates the recruitment of vacant positions. Manage the search team schedules, enter the job orders into the Shared Services system, and corresponds with our HR representative and recruiter.
Submits ads for job announcements on online databases and other job announcement systems.
Manages the front desk operations team.
Manage timecards and leave requests. Serve as the designee for senior administrators as needed.
Collaborates with leadership on processing trainees and staff.
Computer Systems and Telecommunications
Manages the technology and telecommunications within each office and staff permission levels.
Assigns docking stations, desktops, laptops, and all peripherals (speakers, video cameras, headsets, etc.)
Maintains technology inventory by creating spreadsheet with service tag numbers.
Assigns phone numbers and request ITS to assign the phone number and Jabber account to new user and request voicemail resets.
Maintains the center's voice mail system and the afterhours phone messages.
Serve as a liaison with the ITS Help Desk.
Maintains user accounts and permissions to the Network drive (common and secure).
Ensures that trouble tickets are submitted to ITS for problems that occur throughout the workday.
Contact the Database Admin Team when our EMR is not working correctly or if we need to update our database required by Titanium.
Serve as the purchasing and administrative point of contact for Titanium, ProtoCall and Crisis Text line.
Maintain the records of the panic buttons in each office and the location. Request the deactivation if staff member rearranges their office and their activation.
Assist the Director in, preparing the annual budget by maintaining reports, review the past and proposed expenditures (personnel, revenue, and expense budget for the next fiscal year. Make related recommendations.
Maintains contracts for the center. Submits payment through Market Place.
Order and maintain inventory of office supplies, technical equipment, software required for our testing administration, association fee associated with our accreditations.
Maintain staff list for our Brim insurance due every fall.
Work closely with centralized procurement services on billing, payables, receivables, and personnel regarding financial processes.
Ensure that billing for all services provided is accurate, timely and fully documented and reconciled. Ensuring compliance by following the WVU policies and procedures.
Manage the door schedules for the entire facility through MyMountaineer Card. Includes WVU Pharmacy, WVU Medicine Student Health, WVU Urgent Care, WELLWVU and the Carruth Center for Psychological and Psychiatric Services.
Manage the facility access for each staff member working within the Student Health Center.
Manage the facility maintenance request for each occupant through Unifier.
Maintain the Building Emergency Plan.
Maintain the evacuation plans for the 1st and 2nd floor.
Bachelor's degree preferably in Business or Public Administration, or an equivalent combination of education and related experience.
Multi-tasking and flexibility are essential.
Ability to working in a fast-paced work environment.
Critical Thinking and attention to detail
Excellent advanced proficiency in all Microsoft Office 365 applications. Emphasis on software and hardware applications and web-based applications.
Excellent oral and written communications skills.
Excellent communication and listening skills.
Excellent time management skills.
Excellent interpersonal skills to interact with various customers throughout WVU.
Demonstrated commitment to customer and team-oriented management.
Demonstrated ability to work independently and appropriately apply discretion.
Demonstrated ability to develop and implement training activities.
Demonstrated problem solving skills.
Demonstrated knowledge of research administration.
Demonstrated ability to understand and appropriately apply Federal, State, and University policies and procedures, and interpret cost principles.
Demonstrated ability to work in a deadline-oriented environment productively and successfully.
Demonstrated ability to communicate with senior administrators regarding technical issues.
Required professionalism in managing others and collaborating with senior level administrators.
Resume or Curriculum Vitae.
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley -- the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.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. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Apr 23, 2021
Posting Classification: Non-Classified
Exemption Status: Exempt
Benefits Eligible: Yes
Internal Number: 226283
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.