Part-Time Program Assistant - Facilities Management - WVU Tech (Beckley)

The Facilities Management Office at West Virginia University Institute of Technology is currently accepting applications for a part-time Program Assistant.

About the Opportunity

The position helps to coordinate event scheduling and parking operations for the Facilities Management office. Position will require a high level of quality and have the ability to multitask in several diverse categories. Position is a permanent part-time position working 20 hours a week, Monday thru Friday from 8:00am to 12:00pm.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits at a pro-rated basis, including:

• Paid holidays (Staff holiday calendar)
• Annual leave (vacation) days per year
• 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 (this position is a benefits-eligible, staff position)
• 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:

Event Scheduling:

• Utilize 25Live to track requests for reservation of classroom and auditorium spaces and other University facilities. Explain University policies regarding this issue and refer individual to the appropriate University department. Coordinate the day-to-day requests for scheduling University Facilities (meeting rooms, seminar rooms, conference rooms, etc.) submitted by faculty, staff, students, administrators, outside agencies, and individuals in accordance with approved guidelines, policies and procedures. This involves communication with requestor to determine needs, resolving any possible conflicts for space and/or negotiation the use of alternative spaces managed by other units. This includes events during the academic year and summer camps.
• Process payment for events as needed
• Issue at a minimum, weekly scheduling reports of facilities/room use to Facilities Management, University Police, building supervisors, and other necessary support units. Produce other scheduling reports or analysis as requested. Provide consultation and training sessions with Deans, Department heads and/or their designees to occur frequently regarding changes in the scheduling process.
• Take photos of completed event setup, create a folder to be able to share with others, or duplicate for future events. Meet/discuss with requestor to get sign off on each setup for events. Determine the needs of the requestor, number of tables, chairs, style of room layout, etc. Coordinate with Dining, OIT, Finance and UPD if necessary for additional services.
• When needed, assist with physical setups and decoration when shorthanded or when multiple events are going on at the same time, or turnaround time for set ups are minimal.
• Coordinate doors & lock schedules based on events that fall outside of normal lock schedule.

Parking:

• Orders new parking permits annually. Works with Morgantown to assign names to each permit number. Process faculty, staff and student information. Gather payroll deduction information along with vehicle information necessary to assign a permit to an individual. Works with Student Housing and the HUB to pass out parking permits once assigned. Passes out permits in the office after the first 2 weeks of classes. Process temporary passes to uses for one day use and multi-day for visitors or events.
• Provide excellent customer service and display empathy with our customers. Serve as the frontline contact and first line of response to review customer related issues for parking issues (both in person and via the telephone/email). Accurately respond to a wide range of questions pertaining to parking availability, account balances, and parking locations. Independently assess each situation and assist students, employees, visitors, vendors and others with accurate and timely information in line with WVU Parking Rules and Regulations.
• Act as first step in the adjudication process with the appeals review and decision making, with the Director being the second and final step in the appeals process.
• Provide independent, timely, and accurate information to customers and void citations, if necessary. Work with DMV and University Police Department to verify registered owners of vehicles. Work with tow company and vehicle owners, if vehicles are towed off property due to too many citations.

Send notifications to any person with outstanding citations and ensure timely follow up/collection of citation revenue. Work closely with Admissions and Records and Payroll to ensure academic holds are correctly placed and payroll deduction is correctly processed.

Administrative:

• This position interacts with other key administrators, deans, directors, staff, students, consultants, Morgantown units, vendors and/or other external authorities. Responsible for answering phone lines and department email accounts.
• Assist in setting schedules for Online Locks with the direction from Director, University Police Chief and other key building occupants, to make sure buildings and rooms are opened/closed at the appropriate times and days. Assign faculty, staff and students to certain locks as approved. Process key requests to lock shop, and track assignments in computer software and key management work sheet and contact users when keys are ready for pickup.
• Creates work orders for maintenance, custodial, and other issues using Unifier or other work management system. Close out work orders, links man-hours and materials as needed to the work order or assign to proper project. Input critical equipment information for Preventative Maintenance program.
• Assist in tracking down Pcards, PO's, invoices, supply orders, and other billing documentation.
• Process key requests from individuals to the FM team to get keys made for office and lab spaces. Makes sure the request is approved by a Dean or Director, then contacts the user once the keys are made to coordinate a time to pick up. Keeps sign-in and sign-out forms updated as each key is assigned to a person or returned.
• Must manage multiple tasks utilizing outstanding organizational skills and accomplish project tasks employing excellent interpersonal and exceptional communication skills. Often works with critical topics that possess highly sensitive and/or confidential information.
• Attend various training classes, seminars, and other meetings to learn new techniques and procedures
• Notify Director if you need supplies or equipment is not working.

• Performs other duties as assigned or as directed.

Pay Grade: 12

Work Hours: 20 Hours Per Week

• Associates degree and or equivalent job and education experience.
• A minimum of six (6) months of experience involving:
  • Multitasking
  • Experience working in a complex business or higher education office supporting senior level leadership to include confidential office protocol, scheduling, creating spreadsheets, documents, etc.
• 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

• Demonstrated ability to discern and establish priorities, exercise good judgment with exceptional attention to detail, while remaining flexible when unusual circumstances arise. Ability to organize, prioritize and ensure assigned and/or delegated tasks completed accurately and on time.
• Ability to understand the goals and objectives of the Facilities Management organization to effectively identify top alternatives, guide decision making, make recommendations, and aid in implementation
• Possess excellent interpersonal skills using tact, diplomacy, and sensitivity when communicating with both internal and external customers, the media, students, faculty, staff, peers and community leaders.
• Must exhibit excellent written and oral communication skills and have the ability to establish and maintain effective relationships. Ability to write clear and concise reports, presentations, papers, etc. Proficient computer skills to include data analysis, MS Office Suite, and other applicable software applications.
• Ability to train faculty, staff and students on new processes and procedures that Facility is responsible for.

• Valid driver's license

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.