The Eberly College of Arts and Sciences at West Virginia University is seeking applications for a Program Assistant II in the Department of World Languages. This position is responsible for managing the daily operations of the English Language Learning Institute (ELLI) by greeting visitors, providing support for faculty and the ELLI director(s), managing student workers and federal work study students with regards to tasks in Eiesland, and managing daily office tasks.

In order to be successful in this position, the ideal candidate will:

• Serve as administrative support for the ELLI director and faculty by performing a wide variety of complex administrative duties. This includes receiving and greeting guests to office area, determines the nature of their visit, directing visitors to the appropriate faculty, producing and distributing correspondence memos and letters and assisting and managing various projects as assigned by the program director and Department Chair.
• Maintain all ELLI documents and create spreadsheets to accurately monitor student arrivals and no-shows, student registration, and attendance tracking of full-time and part-time students. These documents should be organized and accessible.
• Develop and implement internal office procedures in order to manage day-to-day activities. This will include developing and maintaining a filing system (both physical and virtual), developing a manual that includes office procedures and policies, and creating a calendar of monthly duties.
• Serve as immediate point of contact for students, visitors, and telephone inquiries by determining the nature of their visit, directing them to the appropriate person. This occurs at multiple levels: respond to initial inquiries of prospective or new students, answer specific questions that ELLI students have about the college and university, and provide general guidance for ELLI students.
• Maintain all ELLI documents in an organized and accessible system within all applicable folders in the ELLI shared folders.
• Prepare for and participate in ELLI teacher and staff meetings.
• Utilizing Mountaineer Marketplace, order educational and office supplies. Organize and maintain these items. Provide information to the director regarding past expenditures and assist in the planning and formulation of future program budgets. Manage the financial information necessary to process agent fees and part time student tuition.
• Coordinate accounting of ELLI tuition and fees with the Office of Admission, Student Insurance Office, Office of the University Registrar, and the Office of Student Accounts in conjunction with other WLLL staff and Department Chair.
• Prepare and submit travel reimbursement for ELLI Director and faculty (or assist them in doing so). Be responsible for P-card functions within the ELLI. Follow prescribed WVU Funds Handling procedures.
• Provide international students with basic information regarding college life in the United States in the following areas: housing, banking, childcare, health insurance, driver's licensing, bus schedules, etc.
• Work closely with SEVIS Designated School Official to obtain and reconcile student rosters, assist students with visas and I-20s, including extensions, monitor student absences, track student address changes, and report appropriate information to the Office of International Students and Scholars Services (OISSS).
• Compile Immigration and Naturalization documentation, monitor Banner, and provide the Director of International Admissions with pertinent student information; prepare accurate copies of documentation and provide them to the ISSS.
• Communicate with Embassy counterparts should questions arise, maintain files with all student information, tuition payment reminders, and other pertinent information.
• Plan events for a variety of functions held by the program. Including locating and reserving space, ordering catering, and ensuring all materials are prepared in time for the event.
• Responsible for collecting and depositing outgoing mail. Also accepts delivery from outside vendors or other campus departments.
• Schedule space as needed (ELLI classrooms, WVU classrooms, etc.)
• Compile, administer, and issue semester schedules of ELLI classes.
• Manage the ELLI@mail.wvu.edu email account, answering all electronic inquiries for ELLI and passing correspondence on to the right party.
• Assist with book orders from faculty. Ensure the books are received and placed in the book room by category.
• Produce and update materials for the program. Collect letters and reports, copy for teachers, prepare student certificates, assist in organizing CEA materials, organize and disseminate testing results.
• Support and coordinate student services including, but not limited to, immigration, academics, ELLI events, computer/technology, registration, admission, ID cards, @mix accounts.
• Support the implementation of ELLI extracurricular activities including, but not limited to, conversation partners, English tables, social gatherings, and field trips.
• Assist with the TrueNorth process, draft ELLI certificates, and updates paper ELLI applications for walk-ins and part-time applicants. Maintain records of full-time and part-time students and assist with the organization of GTA offices.
• Manages keys and mailboxes in Eiesland, ensuring everyone in the program has access to appropriate areas. This includes updating access to office and resources areas with electronic key access. Distribute keys and maintain appropriate records.
• Respond to ELLI Director's and WLLL Department Chair's requested for research/data, information gathering, and communication requests (i.e. scheduling mid-term appointments, etc.) in a prompt and efficient manner. Support all ELLI faculty.
• Act as the Eiesland Hall Building Supervisor.

Pay Grade: 13

• Associate's degree in Office Administration, Date Entry or related field, or an equivalent combination of education and directly related experience.
• One (1) year of administrative office experience and experience with Microsoft Office Suite required.
• Preferred Experience:
  • Experience with Google Drive, Adobe and Social Media platforms.
  • Experience in a higher education setting.
• Take initiative, work unsupervised, and follow through to complete all assigned duties. This will involve coordinating and prioritizing multiple tasks to complete projects in a timely manner.
• Thrive in a linguistically and culturally diverse setting.
• Demonstrate excellent communication skills, attention to detail, problem-solving skills, and the ability to interact with students in a variety of situations.
• Demonstrate knowledge of basic technology used in a university context: Microsoft Excel, Word, PowerPoint, online data management, email, and internet searching systems.
• Demonstrate knowledge of office procedures, practices, and protocols, including but not limited to, professional attire and behavior, opening and closing the office at the start and end of the day, etc.
• Possess ability to learn the registration and scheduling processes and other department policies and procedures.
• Complete P-card training.
• Demonstrate ability to maintain proper unit attendance and punctuality standards.
• Demonstrate ability to supervise and train work studies/ student workers.
• Demonstrate ability to function in a fast-paced environment, interacting with students, teachers, vendors, supervisors, and other WVU personnel.
• Demonstrate excellent manners and customer service skills.
• Demonstrate English literacy skills and appropriate communication style for the context.
• Demonstrate the capability to operate standard office equipment (telephone, copier, scanner, etc.)
• Demonstrate ability to anticipate, access, and present solutions for problems.
• Demonstrate ability to gather and synthesize information into accurate and detailed reports.

• Resume
• Cover letter

At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at https://talentandculture.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.