The Division of Talent and Culture at West Virginia University is seeking applications for an Administrative Assistant Senior. This position is responsible for providing independent, high-level administrative, technical and professional level support to the Director of Employee Relations and employees reporting to or under the direction of the Director of Employee Relations. This position will also provide first-level employee relations support to both employees and management regarding human resources policies, procedures, and documentation. This includes, but is not limited to, assisting with highly confidential correspondence, reports and memoranda. The employee's work affects the entire University and contributes to or ensures the effectiveness of operations or services having significant impact within the institution and involves application of policies and practices to complex or important matters. Must apply good judgement, discretion and initiative when acting as an advocate, liaison and central source of information for WVU administrators, employees and external customers.
In order to be successful in this position, the ideal candidate will:
Serve as the primary liaison for the office. It is imperative to establish strong rapport and effective working relationships throughout the University; must communicate professionally, confidentially, and courteously. Independently provide first level advice, counsel or interpretation of WVU and BOG policies, programs, performance management process, the disciplinary process, the grievance process and other complex and confidential workplace problems or issues. Independently answer questions and resolve issues presented by supervisors/managers; employees or external callers/visitors.
Investigate issues, policies, and procedures for managers/supervisors and employees.
Communicate with employees; their designated representatives and/or attorney; Attorney General's Office staff attorneys; Administrative Law Judge and their staff; supervisors; deans; directors; and vice presidents regarding various complex employee relations' issues. Researches and identifies applicable documents, policies, procedures, regulations, and laws. Serves as a source of information in explaining WVU HR policies and procedures or in referring individuals to the appropriate University staff, office, or outside agency.
Manage projects of significant size, scope and complexity as assigned by the Vice President Human Resources, Assistant Vice President Human Resources or Director of Employee Relations, which may be confidential and mission critical in nature. Must be able to create/design programs utilizing different types of software that will be used to store confidential information collected from special projects. Analyzes data collected and composes documents in order to facilitate clear, concise reports.
Independently research information and respond in a timely manner to interrogatories for lawsuits and requests for information relating to sexual misconduct inquiries.
Research demographic information and prepare confidential documents to be used in the Voluntary Separation Incentive Program (VSIP). Accuracy of information is critical. As needed, will meet with employees who choose to participate in this program. Will communicate highly confidential information to the appropriate individuals regarding the VSIP Contractual Agreement. Confidentiality is of utmost importance.
Maintain day-to-day budgetary management for Employee Relations operating budget. This includes designing and maintaining a system to track all expenditures. Has purchasing authority utilizing WV State Procurement card to obtain office supplies, catering, office equipment, furniture, etc. Make recommendations to the Director on potential budgetary issues and savings. Research information in order to make recommendations to the Director regarding potential cost savings. Orders all office supplies/equipment for Employee Relations, which includes contacting various vendors to provide the correct ordering and billing information and notifies the proper individuals if any equipment problems exist. This requires knowledge of State and University procurement regulations and guidelines.
Oversee and maintain the Employee Relations webpage. Knowledge of Slate website design is required. Monitors all incoming emails to the Employee Relations resource accounts. Responds to or disseminates information to the appropriate individual.
Develop/design web-based or electronic forms/documents utilizing Adobe Acrobat Professional, Survey Monkey/Wufoo, vendor-based systems or other software programs. Create/design programs, bulletins, brochures, etc. utilizing Microsoft Office Suite programs.
Collect, duplicate, and appropriately disseminate confidential grievance related documents. Responsible for design and maintenance of the grievance relational database, including designing and preparing computerized reports with analysis of grievance information for the Assistant Vice President Human Resources and the Director Employee Relations. Tracks the status of all active classified and non-classified grievances. Communicates with the Chief Grievance Administrator as needed regarding scheduling, status, and dissemination of grievance decisions. Provides administrative and technical support to the WVU attorney or representative from the Attorney General's Office representing management at all levels of grievances. This may involve conducting research for the attorney with regards to background, past discipline, employee relations issues or other HR issues, past grievances, etc., determining what is relevant.
Be responsible for maintenance and control of all employee relations and grievance files, which contain highly confidential, sensitive, financial, personal, and sometimes volatile information. Incumbent must have the ability to maintain attorney/client privileged information and to know when it is appropriate to provide information to others, consistent with institutional and board policy, state and federal law. Exercises considerable care in the collection, compilation and protection of information contained within the files.
Develop and manage the database management system for performance appraisals and disciplinary actions. A complete understanding of the information required from the database is necessary in order to construct proper tables, reports, queries, macros, and modules to make the database a functional and useful tool. Develops tables, reports, and queries, as needed, to fulfill the requirements of Human Resources to provide efficient service to the University and its related entities. Analyzes data and designs reports that allow for effective summarization of desired results in order to provide legally mandated and administrative statistical and analytical reports.
Oversee the performance management cloud-based tool utilized to collect data and feedback for employee performance throughout the University. Involved in designing and modifying the flow and use of the performance management process. Serve as the lead Employee Relations resource for knowledge modifications to resolve conflicts related to the performance management system and tool. Present hands-on training, in group or individual sessions, to supervisors and users of the system to instruct them on proper use and application. Make system recommendations or identifies solutions based on frequently identified problems and questions. Analyze and aggregate data, as collected in the system, to provide accurate reports to all levels of administration on the progress and status of the performance management cycle.
Develop and implement internal guidelines and processes to ensure compliance with the WV Ethics Commission Financial Disclosure form submission. Identify any employee(s) not in compliance. Communicate, as needed, with the WV Ethics Commission and with WVU Administration on compliance issues.
Develop and administer a system, as mandated by HEPC and WV State Code, to notify managers and supervisors when probationary performance reviews are due for staff.
Develop and administer a plan to distribute to all employees, annually, the Drug Free Schools & Comm unities Act booklet as mandated by federal law. Work closely with Legal Affairs to incorporate any changes created by changes in state or federal law.
Plan and coordinate the Annual Employee Remembrance Ceremony event, which includes working with representatives from the President's Office, Provost's Office, Human Resources, event center and the community.
Bring to the Director's attention, critical issues needing immediate attention, providing the background of the problem and resources, both internal and external, available with which a decision and action may be taken, and preparing responses as appropriate. This means independently communicating with key University personnel.
Independently arrange for meetings, interviews, or other special events for the Director or other Employee Relations staff, including inviting, scheduling, confirming participants participation in meetings, scheduling facilities, preparing agendas, arranging for hospitality, etc., which requires contacting the office of various administrators within all levels of the organization to determine availability of time for all those requested to attend. Provide agenda and supporting material to participants. Notify all parties of location, time and agenda. Gather background information to be used by the Director for meetings.
Independently compose e-news and HR articles on various topics. Create and manage campus wide list servs to ensure that the appropriate University employees are informed of important, federally mandated information. Communicates information on behalf of the Vice President of Human Resources to all University employees encompassing over 7,900 employees. This includes employees on all regional campuses
Audit and ensure WVU's compliance in meeting federal and state mandates regarding evolving, complex military benefits by serving as liaison for WVU employees who are members of the Reserves or National Guard; may provide timely and important information and continuing support to the employee, their families, and supervisors. Monitors and logs activity of Military Leaves of Absence, provide guidance and act as a resource for questions related to the Military Leave of Absence policy and procedure for employees, supervisors and Expert Business Offices. Answer questions and respond to requests for leaves of absence for employees that would fall under the Family Medical Leave Act as a Qualifying Exigency Leave. Ensure proper documentation has been provided and guides departments through the process of authorizing the leave.
Coordinate and administer the Staff Council Election and the Staff Council Representative for the Board of Governor Election for over 3,000 classified staff employees located at the main WVU campus, Potomac State College and West Virginia University Institute of Technology. This involves working closely with the Staff Council Chair, Staff Council Election Committee, Board of Governor representative and other key university personnel. Must have a thorough understanding of Staff Council election bylaws and West Virginia State Code. Administers on-line voting system. Must be able to design a variety of web-based documents utilizing the Vendor's software system. Develops lists of eligible voters using knowledge of Staff Council By-laws, Oracle (Map) and WVU classification system. Verify candidates' eligibility according to Staff Council By-laws.
Monitor employee discipline for compliance with the HR policy to return the documents appropriately. Composes complex confidential correspondence requiring knowledge of policies and procedures in order to maintain compliance.
Monitor the required postings for compliance with federal and state labor law. As changes are made in the law that require changes in the postings, seeks out the updated information and distributes it to all WVU buildings and campuses to ensure compliance with the law. Update the webpage with current postings and changes. Answer questions from HR professionals and building supervisors regarding how and where to place required postings.
Assist with other tasks as needed and perform other duties as assigned by supervisor or the Vice President, Human Resources. Incumbent may be required to perform job-related tasks other than those specifically presented in this description, but which are related to and relevant to the position.
Pay Grade: 17 , WVU provides competitive wages for its employees, and takes related experience and education into consideration when determining appropriate salary.
Bachelor's Degree in Human Resources, Business Administration, Industrial Relations, Office Administration or a combination of Associate's degree and equivalent progressively responsible related work experience or appropriate related work experience.
Two years of general human resources, office management or related experience, preferably in an administrative office within higher education.
Experience in the use of Microsoft Office Suite Software, Adobe Professional Acrobat, email applications, internet usage and Slate web design, and cloud-based applications.
Valid driver's license
About WVU At West Virginia University, we pride ourselves on a tireless endeavor for achievement. We are home to some of the most passionate, innovative minds in the country who push their limits for the sake of progress, constantly moving the world forward. Our students, faculty and staff make this institution one of the best out there, and we are proud to stand as one voice, one university, one WVU. Find out more about your opportunities as a Mountaineer at http://talentandculture.wvu.edu/ .
West Virginia University is proud to be an Equal Opportunity employer, and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.
Job Posting: Jul 17, 2020
Posting Classification: Classified
Exemption Status: Non-Exempt
Benefits Eligible: Yes
Internal Number: 207543
About West Virginia University
West Virginia University, founded in 1867, has a long and rich history as a public, land-grant institution. WVU encourages scholarship and offers high-quality academic programs while serving the state of West Virginia and the nation. WVU statewide includes campuses in Beckley, Charleston, Keyser, Martinsburg and Morgantown – which has been ranked as a #1 Small City in America. WVU is an R1 Doctoral Research University (Highest Research Activity), one of only 115 nationwide. WVU offers 212 degrees throughout the 14 colleges and schools. Areas of specialty include STEM education, healthcare in Appalachia, shale gas utilization, radio astronomy and forensics. WVU researchers have helped confirm the existence of gravitational waves and uncovered diesel vehicle emissions discrepancies. Statewide, there are over 31,000 graduate and undergraduate students along with 190,000 alumni worldwide. WVU is reinventing West Virginia’s future by strengthening education, healthcare and broad-based prosperity.