(Hybrid) Administrative Manager - WV Clinical & Translational Science Institute

The WV Clinical & Translational Science Institute (WVCTSI) at West Virginia University Research Corporation is currently accepting applications for a (Hybrid) Administrative Manager.

About the Opportunity:

As a (Hybrid) Administrative Manager, you will manage the office, supervise WVCTSI administrative assistant staff, and support the WVCTSI the Director/Principal Investigator/Associate Vice President (AVP) of Clinical and Translational Research as well as the Director of Strategic Operations. This position requires an efficient individual who can multi-task while maintaining complex schedules and work as a collaborative team member. Specifically, this position will provide logistical support such as coordinating meetings and communicating with a wide range of individuals at the institutional, state, national and international levels. Critically important are abilities to creatively solve complex problems, organize WVCTSI offices and administrative personnel that in a manner that maximizes efficiency as well as customer service, and compose documents including correspondence and meeting minutes. This position has significant impact on personnel, budget, operations, and organizational productivity.

At WVU Research Corporation, we strongly believe in work-life balance and keeping time for things we love outside our work. WVU Research Corporation offers a comprehensive benefits package with a variety of options to suit your needs:

• 13 paid holidays ()
• PTO
• 403(b) retirement savings with a fully vested 3% employee contribution match, (Employees have the option of contributing an additional 1-3% of their earnings to the plan, which is also matched by the WVURC)
• A range of
• Dependent Education Scholarship
• WVU Perks
• And More!!

What you'll do:

• Manage all the related administrative functions for the Director/PI/AVP and the Sr. Director of Strategic Operations.
• Supervise team of administrative assistants who provide support across WVCTSI.
• Manage the WVCTSI recruiting process by developing itineraries, coordinating travel, maintaining correspondence and serving as a host/guide as needed.
• Serve as primary point of contact for WVCTSI Operations and Steering Committees. Specific to this responsibility are meeting scheduling, drafting accurate meeting minutes, and disseminating documents to the committees as needed.
• Provide support to the WVCTSI External and Internal Advisory Committees by coordinating member travel, maintaining correspondence, serving as a host/guide during face-to-face meetings, and disseminating materials as needed. Also document meetings through drafting accurate meeting minutes.
• Plan, organize, and participate in meetings, conferences, seminars, and other activities/events as required.
• Serve as evaluation contact for the WVCTSI Administrative Core by disseminating drafts and collecting completed reports for submission to the Tracking and Evaluation Core.
• Prepare, compose, update, monitor and edit a variety of internal and external correspondence, forms, letters of support, reports, manuals, contracts and funding requests. Use routine software such as word processing, spreadsheet, database or presentation programs.
• Responsible for timely response to business-related phone calls and emails. Maintain up-to-date contact lists for efficient communication.
• Prioritize and track time sensitive requests and assignments to ensure timely completion, including responding to urgent tasks for WVCTSI leadership.
• Train personnel in various administrative and logistical subjects related to assigned area operations (e.g. computer software, policies, procedures, forms etc.)
• Plan and process travel for the Director/PI/AVP and Sr. Director of Strategic Operations.
• Assist with and/or develop graphic presentations with excellent skills using PowerPoint.
• Serve as primary IT contact for submitting institutional requests. Manage computer inventory and assignments in collaboration with Finance team.
• Train staff on AV systems, phones, video conferencing, and other communications platforms. Ensure all shared AV software (i.e. conference rooms) is updated routinely.
• Coordinate physical space requests with administrative team through institutional management systems including 25 Live and Outlook.
• Establish, update and maintain electronic and hard copy filing systems.
• Contribute to the development of WVCTSI Standard Operating Procedures, including developing drafts and editing SOP documents.
• Operate office equipment such as fax machines, copiers, video technology, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Coordinate administrative assistant schedules to ensure adequate coverage of WVCTSI and the WVCTSI reception desk.
• Provide superb customer service to all stakeholders, including WVCTSI staff, leadership, investigators, collaborators, and external parties.
• Maintain organized office and storage spaces.
• Comply with state, federal, and WVU/WVU Research Corporation policies.

• Bachelor's degree, or an equivalent combination of education and experience.
• A minimum of five (5) years of experience performing high-level administrative support.
  
• A minimum of two (2) years of supervisory and/or program management experience.
• Knowledge of or ability to quickly learn organizational policies and practices.
• Strong communication skills in interacting with persons of various social, cultural, economic and educational backgrounds.
• Strong leadership and supervisory skills. Ability to provide guidance and direction clearly and concisely.
• Skilled at creating correspondence, reports, proposals, mailings, charts, graphs, forms, presentations, and memorandum.
• Strong organization and multi-tasking skills. Skilled at synthesizing discussions for documentation and preparing accurate meeting minutes.
• Demonstrated skills with WVU Procurement Card (P-Card) software as well as P-Card processing business practices and institutional policies.
• Demonstrated skills in monitoring expenditures related to extramurally funded projects (Federal, State, Industry or Other organization) within an institution of higher education.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Demonstrated skills in applying general human resources business practices.
• Thorough knowledge of office methods, procedures, practices, and protocol.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Demonstrated ability and skills operating a personal computer utilizing various software packages such as Word, Excel, Power Point, etc. for reports, graphs, mailings and presentation development.
• Ability to simultaneously coordinate many different administrative tasks, determine relative importance of each, set deadline, and complete projects in a timely manner.
• High level of attention to detail and ability to maintain confidentiality.
• Ability to read, comprehend, write, and edit correspondence and reports.
• Ability to understand and to carry out instructions furnished in oral, written, or diagram form.
• Ability to work as part of a team and anticipate the needs of team members to maintain a positive, effective work environment.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Demonstrated ability to apply initiative in performing administrative support in a variety of subjects, programs, or projects.
• Ability to estimate, add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to do mathematical reports and support of financial and accounting functions in conjunction with program and project controls.
• Ability to maintain proper unit attendance and punctuality standards.
• Ability to effectively address issues with several variables in standardized situations.

Preferred Qualifications:

• A minimum of one (1) year of program support experience in a higher education setting.
• A minimum of two (2) years program support experience in an academic medical center.

The WVURC was created as a not-for-profit corporation in 1985 to support research (R1) at West Virginia University. We provide evaluation, development, patenting, management, and marketing services for inventions of the faculty, staff and students of the University.

The WVURC receives and administers funds awarded by external agencies for research and other activities and is responsible for helping protect intellectual property through patents, copyrights and licensing agreements for start-up companies based on University research.

Creating an inclusive, engaged, and dynamic environment is core to WVURC's mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

West Virginia University Research Corporation is proud to be an Equal Opportunity employer. We value diversity among its employees and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.