(Hybrid) Student Operations Coordinator - Department of Psychology

The Department of Psychology in the Eberly College of Arts and Sciences at West Virginia University is currently accepting applications for a (Hybrid) Student Operations Coordinator.

About the Opportunity

The Student Operations Coordinator serves as the primary administrative support for the Psychology Undergraduate and Graduate Training Committees and front-desk operations. This role independently manages complex workflows, student records, and accreditation-related documentation for a department comprising over 1400 undergraduate students (inclusive of Psychology and Neuroscience majors and minors), 65-80 graduate students, 28 faculty, and multiple staff. The Coordinator ensures efficient operations, supports academic advising and mentoring, facilitates compliance with university and accreditation standards, and supervises student workers.

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

Student Services & Advising Support

• Ensure equitable and timely service to 800+ majors across multiple majors (Psychology BA, Psychology BS, Neuroscience BS), 600+ minors, 60+ doctoral students, and 28 faculty. Provide both in-person and remote support for students, faculty, staff, and visitors.
• Maintain electronic files for all undergraduate majors (over 700).
• Independently resolve registration issues and lift registration and advising holds using STAR Banner and Degree Works following department, college, and university forms and guidelines.
• Support student recruitment and retention by serving as an initial point of contact for students, answering student questions about department, college, and university regulations, including guidance on logistics of registration, curriculum, and departmental policies.
• Interface with Eberly Office of Academic Affairs to resolve transcript and course credit issues and with WVU Honor's College regarding student registration and success.

Accreditation, Evaluation, and Academic Operations

• Collect, verify, and compile key performance metrics for American Psychological Association, Association for Behavior
  Analysis International, Behavior Analyst Certification Board, and institutional accreditation processes.
• Design and maintain longitudinal databases tracking student progress, outcomes, and alumni placement for accreditation reporting and departmental decision making.
• Manage practicum and internship documentation, including contracts, evaluations, and background checks.
• Ensure timely collection and archiving of student perceptions of instruction, graduate-student evaluations, supervisor feedback, and site assessments.
• Assist with preparation for accreditation site visits and external reviews.
• Conduct analyses of data and organize data to meet accreditation standards and requirements.
• Coordinate annual assessment reports and collaborate with program directors to ensure timely submission.
• Maintain and audit student records, including advising checklists, transfer evaluations, and graduation requirements, including (but not limited to) graduation checks three times a year.
• Develop and maintain data dashboards and reports that support strategic planning, accreditation, and program review.
• Enter and manage exceptions in Degree Works based on faculty approvals.
• Collect and organize syllabi, course evaluations, and teaching materials for departmental and accreditation use.
• Coordinate textbook orders and instructional materials for faculty and graduate teaching assistants.

Event & Committee Coordination

• Serve as logistical lead for major departmental events (e.g., Psi Chi Awards, Capstone Poster Sessions, student orientations), managing communications and compliance with university event policies.
• Support Undergraduate Training Committee and Graduate Training Committee operations by preparing materials, tracking decisions, and communicating outcomes.

Administrative Duties

• Process incoming and outgoing mail, deliveries, and front-desk inquiries with professionalism and discretion.
• Prepare and submit purchasing requests and maintain inventory of office supplies.
• Assist with facilities requests, including submission of work orders and monitoring their completion.
• Supervise student workers in the main office.

Technology & Systems Support

• Provide first-tier troubleshooting and training for department faculty and staff on relevant university systems (STAR Banner,
  Degree Works, Academic Computing, eCampus).
• Develop user guides and train faculty and graduate assistants on academic systems.

Pay Grade: 13

• Associate's degree in business administration, higher education, psychology, or related field.
• A minimum of one (1) year of experience involving:
  • Experience in an administrative office setting.
  • Demonstrated experience in data analysis, report preparation, or process improvement.
  • Experience with customer service.
• 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

• Excellent organizational and time-management skills with the ability to balance multiple priorities in a fast-paced academic environment
• Strong written and verbal communication skills, including professional correspondence and report writing
• Exceptional attention to detail and accuracy in recordkeeping, data entry, and documentation
• Proficiency with or ability to learn university enterprise systems (e.g., STAR Banner, Degree Works, Navigate, eCampus) and Microsoft Office Suite (Excel, Word, Outlook)
• Ability to analyze data and prepare clear, actionable reports to support program evaluation and accreditation
• Customer service orientation and the ability to communicate effectively with students, faculty, staff, and external partners
• Initiative and problem-solving skills to anticipate needs and improve processe
• Ability to work independently and collaboratively with diverse stakeholders
• Discretion and professionalism in handling confidential student and personnel information
• Capacity to learn new systems and adapt to evolving institutional policies and technologies

Preferred Qualifications

• Bachelor's degree in a related field.
• Experience with enterprise systems (like Banner, DegreeWorks, Navigate, or similar).

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. 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.