Records Assistant - Eberly College Advising Office

The Advising Office in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a Records Assistant.
About the Opportunity This position functions as the initial point of contact for the Eberly College of Arts and Sciences Academic Affairs Office and provide administrative support to the Assistant Dean of Undergraduate Services, Dir.
of Advising, Dir.
of Recruitment, Records Officer, and 2 Advising Specialists.
The Records Assistant supports the Assistant Dean for Graduate students for all graduate students’ graduation certification; supports the Record Officer for the certification needs of all the undergraduate students.
This position compiles and maintains accurate master record files on every active undergraduate student in the Eberly College of Arts and Sciences, approximately 4,000.
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 Communication Serve as the initial point of contact in a high-volume workplace assisting students and visitors to the Eberly College of Arts and Sciences Academic Affairs Office.
Answer all incoming telephone calls for the Eberly College of Arts and Sciences Academic Office, address the callers’ concerns or forward the call to the appropriate staff.
Assist with notifying students who have applied for graduation when there are issues with their record and scheduling appointments with the Record Officer to discuss these issues.
Open and distribute all incoming mail and distribute all out-going mail to departments within the college and to various units throughout the University.
Manage SharePoint files, upload various documents in departmental folders.
Update listserv users.
Maintain accurate updated lists of contacts for graduation coordinators, advising contacts, all Eberly College of Arts and Sciences undergraduate advisors, etc.
from all the departments within the college and the University community.
Graduation of Ph.
D.
and Master’s Students Screen and process admission or rejection decisions for admission as a non-degree ECAS Graduate Student using Target X.
Provides students with information regarding student status and how to apply to regular graduate degree programs throughout WVU.
Work closely with the Assistant Dean for Graduate Studies to process all curriculum changes forms for Graduate Students.
Work with the Assistant Dean for Graduate Studies to award merit waivers: maintain data base, communicates with departments regarding their awards.
Create and maintain a data base of for graduation benchmarks for graduate students (admission to candidacy, approval of committee, submission of EDD, etc).
Enters notes in DW as needed to reflect changes.
Manage files for all graduate students (approx.
1,200+) in the Eberly College of Arts and Sciences (probation letters, extension, dismissal, defense forms, etc.
).
Graduation of Undergraduate Students Prepare pre-graduation reviews for the Record Officer (about 2,000 per academic year); analyzes and communicates deficiencies to Record Officer.
Assist Record Officer in completing graduation checks for undergraduate students after grades have been posted at the end of each semester and communicating with undergraduate students and their adviser.
Data Management Compile and maintain master record files for all undergraduate students (approx.
4,000+) in the Eberly College of Arts and Sciences.
Using scanner and Adobe Acrobat, combine documents into each individual student file.
Prepare all necessary files for advising and graduation review and create graduation review sheets for each student.
Process all curriculum changes for undergraduate students using ARGOS, BANNER, Qualtrics, and paper forms.
Electronically maintain inactive student files until students reapply to the University and are reactivated, or for the designated period of time if they do not return to West Virginia University.
Destroy files at appropriate intervals.
Scan and maintain CD and backup files for statistical and referential purposes on students who have graduated from the Eberly College of Arts and Sciences for the Associate Dean and the Assistant Dean.
Monitor applications using TeamDynamix and Excel database to prepare files for students who apply for academic suspension deferral and disseminate to committee members.
Use Banner and Degree Works to assist with adding notes to students’ files and to pull information required for several student forms requiring approval from the dean.
Support Services Provide administrative support for the Undergraduate Studies Office including the Assistant Dean, the Director of Advising, the Records Officer, and two Advising Specialists.
Prepare correspondence, maintain and monitor the Eberly College Undergraduate Studies e-mail accounts.
Maintain calendars for the office staff using Outlook; and create meetings using scheduling tools.
Contact students regarding undergraduate matters on behalf of the Assistant Deans and the Directors via e-mail or phone.
Monitor all appropriate online channels of communication (Teams, Slack, etc.
).
Monitor, input, and approve requests for the Hodges 213 conference room using 25 live software.
Prepare New Student Orientation packets for all incoming Eberly Freshmen who are scheduled to attend New Student Orientation.
Monitor and reconcile financial transactions necessary to functioning of unit.
Maintain and replenish office supplies as needed using Mountaineer Marketplace securing advance approval to place orders.
Travel reconciliation.
Copier receipts.
Distribute Honors Cords to seniors graduating from the Eberly College who will graduate with Honors.
Attend the Eberly College commencement ceremony to assist with the function during student check in process.
Other duties as assigned.
Pay Grade: 13 Qualifications Associate degree or equivalent combination of education and experience.
A minimum of one (1) year of experience in each of the following: Administrative office experience with office methods, practices, and protocols Customer service experience Experience using Microsoft Office Suite Large volume file maintenance and record keeping preferred Must obtain a working knowledge of the undergraduate and graduate catalogs Must obtain a working knowledge of the curriculum matrix Demonstrated ability to coordinate many different tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner Ability to learn Departmental, College and University policies/procedures governing undergraduate administration, registration, grade changes and the ability to resolve any problems that arise in a timely manner Demonstrated knowledge of office guidelines, procedures, practices and protocol Demonstrated ability to maintain confidentiality Demonstrated ability to establish and maintain cooperative working relationships with other units throughout the University Demonstrated ability to compose correspondence and prioritize work Demonstrated problem solving and decision-making skills Demonstrated excellent oral and written communication skills including the ability to communicate effectively and clearly with all constituents.
Demonstrated ability to work independently and to apply judgment, discretion and initiative in performing complex tasks Demonstrated ability to learn new databases and software including Degree Works, Banner, and BDMS Demonstrated knowledge of Microsoft Office Suite Demonstrated excellent record-keeping and organizational skills Demonstrated knowledge of PC operating systems, word processing, databases, email and the internet Demonstrated knowledge of correct English, grammar, spelling, punctuation, and sentence structure Demonstrated ability to independently operate standard office equipment (telephone, copier, fax machine) Ability to maintain proper attendance and punctuality Demonstrated strong interpersonal skills About WVU 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.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission.
We welcome candidates who can contribute a range of ideas, approaches and experiences.
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: Jan 18, 2024 Posting Classification: Classified Exemption Status: Non-Exempt Benefits Eligible: Yes Schedule: Full-time