College Access Administrative Associate

General Job Summary

This position is a federal grant funded position through September 2028 with the possibility of continuation beyond. This position will facilitate and manage the Student Affairs daily data, inventory, and travel operations. Responsibilities include assisting with data collection, entry, and validation, tracking services, drafting and distributing reports, planning and organizing shipments of items for various initiatives, booking travel arrangements, procuring travel and other financial authorizations, creating and submitting travel reimbursements, along with supporting other aspects of the WV GEAR UP grant as directed.

NATURE OF WORK:

Provides routine to complex administrative and clerical support to Program Managers, Coordinators, or Administrators for projects, initiatives, and programs within the Division of Student Affairs. Job responsibilities are performed by following a defined standard output or set of procedures. This position exercises judgment in planning and organizing one's own work but must adhere to specific time, process, and results standards. This includes responsibility for the accuracy, efficiency, and retrieval of WV GEAR UP data, providing thorough review of all material entered and generating reports as required. In collaboration with the Coordinator of Fiscal and Administrative Services, this position would be responsible for the purchase via P-Card, receipt, organization, and coordination of inventory and travel expenses incurred by the Division of Student Affairs.

Classification: Full-time, Non-Exempt, Classified, Benefits-Eligible, Grant Funded

Duties and Responsibilities

Data Collection and Reporting –

Responsible for the accuracy, efficiency, and retrieval of WV GEAR UP data; provides thorough review of all material entered and generates reports as required.

Collects and enters accurate and efficient GEAR UP data to maintain the integrity and completeness of information

Regularly conduct quality checks to verify data accuracy, promptly identifying and correcting errors

Provides monthly data and reporting related to GEAR UP objectives

Monitors and reviews databases for accurate data collection

Review discrepancies in data received, requests clarification and advise supervisor of issues

Works closely with cross-functional teams to understand data requirements and contribute to a seamless workflow

Assists with the creation and distribution of statistical and research-related data associated with GEAR UP objectives to keep school/county staff informed of progress toward their goals.

Support Various Aspects of the WV GEAR UP Grant –

Works with Site Coordinators and related staff to promote awareness of GEAR UP programming.

Compiles all GEAR UP Cumulative Classroom Enhancement Tracking Reports and performs school-based audits on those reports.

In collaboration with the Coordinator of Fiscal and Administrative Services, make purchases via State of West Virginia purchasing card (P-card).

Responsible for tracking shipping, receiving, and coordinating inventory.

Coordinates travel logistics for professional development, College Day Tour program, and other travel for Student Affairs staff to include travel authorizations, conference, rental vehicle, and hotel bookings, and completing travel reimbursement forms in accordance with agency policy.

Maintains minimum standards of use of the State of West Virginia P-Card, abiding by State Auditor’s policies and procedures and ensuring adherence to applicable purchasing laws and guidelines.

Works closely with all Student Affairs staff to receive, organize, and maintain office materials and supplies inventory

Other administrative duties as assigned.

Minimum Requirements

EDUCATION AND EXPERIENCE: Bachelor’s degree in business administration or related field with at least one year of relevant experience; OR Associate’s degree with a minimum of 2-3 years relevant experience. Prefer experience in administrative services, data collection, college admissions, outreach, or financial aid.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

High level of proficiency using Microsoft Word and Excel

Internet capabilities required

Excellent written and verbal communication skills

Ability to prioritize tasks effectively and meet deadlines in a fast-paced work environment

Commitment to a team approach

Goal-oriented with strong organizational skills

Excellent interpersonal and human relations skills

Ability to maintain privacy and confidentiality

Ability to work effectively with a variety of constituents across multiple service areas

Ability to work independently

Ability to travel to targeted regional sites

Ability to travel independently via motor vehicle and occasionally via airline travel

Supplemental Information

Closing Date: June 30, 2025

Application Process: In addition to filling out the online application, qualified candidates must submit a letter of interest and contact information for three professional references.

IMPORTANT: Your eligible score will be based on information provided in your application; therefore, make sure the work experience section in your application is detailed and complete.

Final candidates are subject to employment and credential verification, as well as reference and background checks.

Equal Opportunity EmployerThe West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, religion, sex, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. The Commission and Council provide a collegial and respectful environment that values the contributions of its staff.