Office Administrator - Talent and Culture

Talent and Culture at West Virginia University is currently accepting applications for an Office Administrator.

About the Opportunity

Reporting to the Project Manager for HR Operations, the Office Administrator is a fully on-site position that provides primary executive administrative support to the Vice President and Chief Human Resources Officer (CHRO) while supporting the operational needs of the Division of Talent and Culture. The role manages executive scheduling, correspondence, travel, meetings, and other confidential administrative functions requiring a high degree of professionalism and discretion. Additionally, the position serves as the primary point of contact for visitors, oversees office and facilities coordination, and supports invoicing, event planning, project administration, and other operational activities that ensure the efficient functioning of the division. This role requires strong organizational, communication, customer service, and project coordination skills, with the ability to manage multiple priorities in a fast-paced environment.

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

Support to the Vice President & CHRO

• Serve as the primary Office Administrator to the Vice President and Chief Human Resources Officer.
• Manage a complex and dynamic calendar, including scheduling meetings, coordinating priorities, resolving conflicts, and ensuring appropriate preparation time.
• Coordinate travel arrangements, itineraries, accommodations, and expense documentation.
• Screen, prioritize, and respond to emails, phone calls, and requests on behalf of the Vice President as appropriate.
• Coordinate leadership meetings and ensure timely follow-up on action items and commitments.
• Serve as a liaison between the Vice President and internal and external stakeholders, exercising professionalism, diplomacy, and sound judgment.
• Handle highly sensitive and confidential information with discretion.
• Support executive communications and special projects as assigned.
• As requested, serve as a designee in University systems to approve leave requests for staff in a timely manner.

Office Administration and Facilities Coordination

• Serve as the primary point of contact for visitors, guests, candidates, vendors, and other stakeholders entering the Talent and Culture office.
• Maintain a welcoming, professional, and customer-focused reception experience.
• Ensure the office lobby, conference rooms, common areas, and breakroom remain organized, stocked, presentable, and operational.
• Coordinate office supply ordering, inventory management, and equipment needs.
• Receive, sort, distribute, and process incoming and outgoing mail and packages.
• Serve as the primary support for the intercom/video door system.
• Monitor, respond to, or appropriately route inquiries received through departmental vanity email accounts.
• Coordinate building maintenance needs and submit, track, and follow up on work orders with Facilities Management and building supervisors.
• Identify operational issues and make recommendations to the HR Manager regarding resolutions and process improvements.
• Ensure Talent and Culture office spaces reflect a professional and welcoming environment for employees and visitors.
• Process and track invoices, reimbursements, purchasing transactions, and other financial documentation.
• Work with other unit administrators to ensure new hires are added to all applicable sites and lists, as well as removed from sites and lists upon leaving Talent and Culture.
• Build and maintain Teams sites and other collaborative technology platforms.
• Support division administrative processes and workflows to improve efficiency and effectiveness.

Event Planning & Logistics

• Collaborate with colleagues to plan, coordinate, and execute meetings, retreats, trainings, recognition programs, and special events.
• Coordinate event logistics including scheduling, venue arrangements, catering, registration, supplies, and event communications.
• Prepare materials and presentations for meetings and events.
• Support hybrid and virtual meeting technology and event platforms.
• Handle event-related purchasing, invoice processing, and vendor coordination.

Project Management Support & Operational Reporting

• Participate in project meetings and assist with tracking project timelines, deliverables, milestones, and action items.
• Support the development of forms, surveys, workflows, and other project tools using technologies such as Qualtrics and related software.
• Assist in developing infographics, presentations, and visual communications using Canva, Venngage, or similar platforms.
• Support cross-functional initiatives that improve Talent and Culture processes and service delivery.

Other Duties as Assigned

• Perform other duties and special projects as assigned to support the mission and goals of the Division of Talent and Culture.

Pay Grade: 16
Hours: 8:15am-4:45pm

• Bachelor's degree. Degree in business administration, human resources, or related field is preferred.
• A minimum of one (1) year of experience involving:
  • Progressively responsible office administration
  • Experience in a higher education or HR environment preferred
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, Abilities

• Technical Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with the University's administrative systems preferred.
• Communication: Excellent verbal and written communication skills, with the ability to prepare professional correspondence, reports, and presentations.
• Organization: Strong ability to manage complex calendars, coordinate meetings and events, and prioritize tasks in a deadline-driven environment.
• Interpersonal Skills: Demonstrated ability to work effectively with colleagues and clients fostering a collaborative environment.
• Confidentiality: Proven ability to handle sensitive information in compliance with institutional policies and privacy regulations.
• Adaptability: Comfortable navigating a dynamic work environment, shifting priorities, and supporting multiple stakeholders.
• Customer Service: Commitment to providing courteous, responsive support to the campus community.
• Values Alignment: Commitment to the University's mission and values.

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.