West Virginia University
Administrative Professional & Events Coordinator - Dean's Office, Eberly College
West Virginia University, Morgantown, West Virginia, United States, 26501
Overview
The Dean's Office in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Administrative Professional & Events Coordinator. About the Opportunity The position is responsible for the strategic planning and seamless execution of the College's signature events. In addition, the position performs high level administrative duties for the Associate Dean for Academic Affairs, Associate Dean for Research & Graduate Studies, Assistant Dean for Curriculum & Assessment, Assistant Dean for Undergraduate Student Services & Programs, Executive Director of Development, Director of Institute for Policy Research & Public Affairs in the Rockefeller School, and the Director of the STEM Collaborative. 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 illness or time to care for sick family, or for medical appointments) 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 Wellness programs What You'll Do
Executive Administrative Coordinator - Office of the Dean Provides high-level administrative support to the Associate Deans, Assistant Deans, Executive Director of Development, Director of Institute for Policy Research & Public Affairs, and the Director of the STEM Collaborative. Serves as a key liaison, communicating daily with senior officials at West Virginia University, peer institutions, government agencies, donors, the WVU Foundation, parents, students, and alumni. Serves as the back-up to the Office Administrator Sr. when the incumbent is on leave. Independently manages the graduate and undergraduate Academic Enrichment Travel and Research Award Programs, with oversight from the Assistant Dean for Financial Planning and Management; responsible for budget disbursement, student allocation, fund source selection, award approval and notification, required documentation, and coordination with the Eberly Budget Office and Office of Financial Aid to ensure timely processing of awards to student accounts. Coordinate interviews for Assistant and Associate Dean vacancies; contact applicants and manage presentations, interviews, travel, meals, and reimbursements. Secretary of the Curriculum & Assessment Policy Committee, including attending meetings, taking notes, disseminating notes, collecting feedback, and designing meeting minutes. SLI coordinator: Troubleshoots course scheduling issues in CLSS for ECAS codes; provides solutions after consulting appropriate offices. Survey Forms: Create and manage complex college-wide Qualtrics surveys; develop and implement surveys; collect and summarize data. Creates, distributes, and manages Common Exam schedule for ECAS STEM disciplines, impacting approximately 3000 students; requires knowledge of the academic calendar and student progression. Serves as point of contact for articulation agreements from the Office of Registrar; coordinates with departments for signatures and relays feedback and inconsistencies. Coordinates all travel arrangements with Deans and the Director of Institute for Policy Research & Public Affairs, including hotels, credit card handling, airfare, car rentals, registrations, and other arrangements; obtains college-level approval and assists with reimbursements and related expenses. Responsible for purchasing in the Dean's Office using procurement tools, including office and event supplies and hospitality. Serves as point of contact for College awards (Outstanding Teacher, Research, Public Service) and WVU Foundation Teaching Awards; updates guidelines, builds committees, manages nominees, and notifies winners/non-winners. Assists the Director of Institute for Policy Research & Public Affairs with minimal post-award grant management, including payroll forms and audits. Assist the Chief of Operations with annual teaching faculty renewal letters, including drafting, proofreading, sending, and tracking. Proofreads and edits written communications and marketing materials; designs and edits departmental recruiting materials, informational flyers, signs, and banners. Extra duties as assigned. Event Planning & Execution
Responsible for the strategic planning, coordination and execution of highly visible College events that support College/University goals and enhance stakeholder engagement. Collaborates with the Dean, University leadership, academic departments, and external partners to align events with branding, mission, and budgetary guidelines; cultivates relationships with donors and alumni. Partner with the Dean to determine event objectives; secure venues and coordinate with facilities teams for setup. Design event menus, consider dietary restrictions; procure floral arrangements and customized awards; schedule professional photography; draft and manage contracts for guest speakers. Coordinate promotional efforts for events; develop event programs with the Director of Communications; prepare scripts and outlines for events; manage RSVP tracking and guest needs. Create seating charts, name tags, and place cards; recruit and supervise event staff; oversee on-site setup and address needs during events. Process vendor invoices and ensure timely payments; provide strategic recommendations regarding recurring events based on participation and impact. Make travel arrangements for speakers and invited guests. Other duties as assigned. Qualifications
BA/BS degree preferably in communications, business, or English. Minimum of two (2) years of professional experience, including: Event planning Administrative support Business writing Any equivalent combination of related education and/or experience will be considered. All qualifications must be met by the time of employment. Knowledge, Skills, and Abilities
Demonstrated excellent writing and editing skills, including composition, grammar, punctuation and proofreading. Demonstrated ability to successfully plan and execute College events. Excellent attention to detail and follow-up. Excellent interpersonal communication and public speaking skills. Ability to manage multiple projects with detail while meeting deadlines. Ability to establish and maintain effective relationships with a variety of people, including internal and external constituents, alumni, WVU faculty and staff, students, media, vendors, and the public. Ability to work autonomously or as part of a team in a fast-paced environment. Ability to work occasional evenings and weekends. Professional conduct and confidentiality. Excellent time management and organization skills. Knowledge of Microsoft Office Suite. Requirements
Applicants are encouraged to submit a resume and cover letter with their submission. About WVU
West Virginia University is a place of purpose and community. We take pride in our impact on the state and are committed to the growth of our employees. WVU offers work-life balance and a collaborative atmosphere guided by core values: service, curiosity, respect, accountability and appreciation. 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. Job Posting: Oct 9, 2025 Posting Classification: Non-Classified Exemption Status: Exempt Benefits Eligible: Yes Schedule: Full-time
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The Dean's Office in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for an Administrative Professional & Events Coordinator. About the Opportunity The position is responsible for the strategic planning and seamless execution of the College's signature events. In addition, the position performs high level administrative duties for the Associate Dean for Academic Affairs, Associate Dean for Research & Graduate Studies, Assistant Dean for Curriculum & Assessment, Assistant Dean for Undergraduate Student Services & Programs, Executive Director of Development, Director of Institute for Policy Research & Public Affairs in the Rockefeller School, and the Director of the STEM Collaborative. 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 illness or time to care for sick family, or for medical appointments) 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 Wellness programs What You'll Do
Executive Administrative Coordinator - Office of the Dean Provides high-level administrative support to the Associate Deans, Assistant Deans, Executive Director of Development, Director of Institute for Policy Research & Public Affairs, and the Director of the STEM Collaborative. Serves as a key liaison, communicating daily with senior officials at West Virginia University, peer institutions, government agencies, donors, the WVU Foundation, parents, students, and alumni. Serves as the back-up to the Office Administrator Sr. when the incumbent is on leave. Independently manages the graduate and undergraduate Academic Enrichment Travel and Research Award Programs, with oversight from the Assistant Dean for Financial Planning and Management; responsible for budget disbursement, student allocation, fund source selection, award approval and notification, required documentation, and coordination with the Eberly Budget Office and Office of Financial Aid to ensure timely processing of awards to student accounts. Coordinate interviews for Assistant and Associate Dean vacancies; contact applicants and manage presentations, interviews, travel, meals, and reimbursements. Secretary of the Curriculum & Assessment Policy Committee, including attending meetings, taking notes, disseminating notes, collecting feedback, and designing meeting minutes. SLI coordinator: Troubleshoots course scheduling issues in CLSS for ECAS codes; provides solutions after consulting appropriate offices. Survey Forms: Create and manage complex college-wide Qualtrics surveys; develop and implement surveys; collect and summarize data. Creates, distributes, and manages Common Exam schedule for ECAS STEM disciplines, impacting approximately 3000 students; requires knowledge of the academic calendar and student progression. Serves as point of contact for articulation agreements from the Office of Registrar; coordinates with departments for signatures and relays feedback and inconsistencies. Coordinates all travel arrangements with Deans and the Director of Institute for Policy Research & Public Affairs, including hotels, credit card handling, airfare, car rentals, registrations, and other arrangements; obtains college-level approval and assists with reimbursements and related expenses. Responsible for purchasing in the Dean's Office using procurement tools, including office and event supplies and hospitality. Serves as point of contact for College awards (Outstanding Teacher, Research, Public Service) and WVU Foundation Teaching Awards; updates guidelines, builds committees, manages nominees, and notifies winners/non-winners. Assists the Director of Institute for Policy Research & Public Affairs with minimal post-award grant management, including payroll forms and audits. Assist the Chief of Operations with annual teaching faculty renewal letters, including drafting, proofreading, sending, and tracking. Proofreads and edits written communications and marketing materials; designs and edits departmental recruiting materials, informational flyers, signs, and banners. Extra duties as assigned. Event Planning & Execution
Responsible for the strategic planning, coordination and execution of highly visible College events that support College/University goals and enhance stakeholder engagement. Collaborates with the Dean, University leadership, academic departments, and external partners to align events with branding, mission, and budgetary guidelines; cultivates relationships with donors and alumni. Partner with the Dean to determine event objectives; secure venues and coordinate with facilities teams for setup. Design event menus, consider dietary restrictions; procure floral arrangements and customized awards; schedule professional photography; draft and manage contracts for guest speakers. Coordinate promotional efforts for events; develop event programs with the Director of Communications; prepare scripts and outlines for events; manage RSVP tracking and guest needs. Create seating charts, name tags, and place cards; recruit and supervise event staff; oversee on-site setup and address needs during events. Process vendor invoices and ensure timely payments; provide strategic recommendations regarding recurring events based on participation and impact. Make travel arrangements for speakers and invited guests. Other duties as assigned. Qualifications
BA/BS degree preferably in communications, business, or English. Minimum of two (2) years of professional experience, including: Event planning Administrative support Business writing Any equivalent combination of related education and/or experience will be considered. All qualifications must be met by the time of employment. Knowledge, Skills, and Abilities
Demonstrated excellent writing and editing skills, including composition, grammar, punctuation and proofreading. Demonstrated ability to successfully plan and execute College events. Excellent attention to detail and follow-up. Excellent interpersonal communication and public speaking skills. Ability to manage multiple projects with detail while meeting deadlines. Ability to establish and maintain effective relationships with a variety of people, including internal and external constituents, alumni, WVU faculty and staff, students, media, vendors, and the public. Ability to work autonomously or as part of a team in a fast-paced environment. Ability to work occasional evenings and weekends. Professional conduct and confidentiality. Excellent time management and organization skills. Knowledge of Microsoft Office Suite. Requirements
Applicants are encouraged to submit a resume and cover letter with their submission. About WVU
West Virginia University is a place of purpose and community. We take pride in our impact on the state and are committed to the growth of our employees. WVU offers work-life balance and a collaborative atmosphere guided by core values: service, curiosity, respect, accountability and appreciation. 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. Job Posting: Oct 9, 2025 Posting Classification: Non-Classified Exemption Status: Exempt Benefits Eligible: Yes Schedule: Full-time
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