College Access Administrative Assistant

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.

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

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.

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

• 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.

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

Closing Date: June 11, 2026

Application Process: In addition to filling out the online application, interested applicants should submit a cover letter, a current resume 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.