Job Description

POSITION: Program Assistant

LOCATION: Office of Academic Support

TYPICAL WORK HOURS: 8:00 AM to 4:00 PM

FLSA STATUS: Full-time Exempt

SALARY: $60,321 - $66,321 plus competitive benefits package (WVDE Summary of Benefits) equal to approximately 35% of direct compensation?

JOB SUMMARY:

The Program Assistant for Academic Support will provide administrative, operational, and financial support for the office by coordinating communications, meetings, travel, purchasing, grants, budgets, and related activities in collaboration with staff and offices throughout the West Virginia Department of Education (WVDE).

DUTIES AND RESPONSIBILITIES:

1. Work as a member of the Office of Academic Support team to complete assigned tasks and support daily office management and communication responsibilities, including answering phones, preparing office mailings, and preparing documents for review and signature by directors, managers, coordinators, and other leaders.
2. Assist with the development, review, and implementation of West Virginia Board of Education policies and procedures related to PK-12 academics.
3. Assist with coordinating, planning, and attending meetings, workshops, webinars, conferences, and conference calls. Responsibilities include arranging contracts for facilities and speakers; supporting coordinators as an E-Travel super user; developing and coordinating vendor service or stipend agreements; reviewing vendor information in wvOASIS; distributing W-9 forms, and invoices; completing vendor travel documentation and after-the-fact memoranda; and helping coordinators prepare materials for trainings and meetings.
4. Use the wvOASIS system to process purchase orders, grants, and other financial activities for the office. Responsibilities include confirming that orders arrive accurately and on time; completing required receiving documents for the finance office; preparing grant spreadsheets; processing grants through the e-grant system; collaborating with the finance office to complete grants in a timely manner; and assisting county school districts and partners with grant extensions, as needed.
5. Monitor account balances and maintain accurate budget records for the Office of Academic Support.
6. Model professional and ethical standards when dealing with students, parents, peers, and community while also meeting Family Educational Rights and Privacy Act of 1974 (FERPA) requirements.
7. Perform other assignments as deemed appropriate and necessary by the State Board of Education, Associate/Assistant Superintendent, and the State Superintendent of Schools.

EDUCATION AND EXPERIENCE:

1. Holds a minimum of a baccalaureate degree and a minimum of four years' experience.
2. Experience in effective facilitation and presentation skills with adult audiences.
3. Extensive experience using technology devices (laptops); online management software (editing webpages); Microsoft Office (Outlook, Word, Excel); online registration software for meetings, webinars, and surveys; learning management software; etc.
4. Must have working knowledge of the wvOASIS financial system.

PHYSICAL REQUIREMENTS:

This position is classified as sedentary work, involving prolonged sitting (6-8 hours daily) at a desk or computer workstation. Occasional demands include standing or walking short distances within the office and lifting/carrying up to 10 pounds. This role requires close visual acuity for reading documents and computer screens, clear speaking/hearing for communication, and repetitive wrist/hand motions. Reasonable accommodation will be provided to qualified individuals with disabilities to perform essential functions.

EXPECTATIONS:

1. The staff member works effectively as a member of the educational team.
2. The staff member demonstrates self-control and exhibits an attitude of mutual respect and tolerance.
3. The staff member demonstrates ethical conduct and good work habits such as punctuality and attendance.
4. The staff member demonstrates self-direction and the ability to use software applications for work productivity and collaboration.
5. The staff member is self-motivated and demonstrates the ability to manage multiple tasks/assignments to accomplish high-quality work to meet demanding deadlines with minimal supervision.
6. The staff member demonstrates excellent oral and written communication skills, and excellent presentation skills using current technologies.
7. The staff member demonstrates ability to work effectively with county personnel and other state/local officials.
8. The staff member understands that travel throughout WV and out of state (including air travel) may be required on an occasional or frequent basis depending on the needs of the Department.
9. The staff member understands this is a full-time, on-site position based in Charleston, WV. Remote work options are not available for this position.
10. The staff member understands that work assignments may change or be added, as priorities emerge with the West Virginia Department of Education (WVDE).

EMPLOYMENT RELATIONSHIP:

Department of Education staff are employed upon recommendation of the State Superintendent of Schools and are state employees. No representative or employee of the state is authorized to enter into any employment contract or other agreement. Department staff work under the direction of the State Superintendent of Schools for the general supervision of the free schools in the state and implementing the policies of the board and other necessary tasks as determined by the State Superintendent of Schools or his/her designee. Each employee is "at-will" and subject to termination by the State Superintendent of Schools at any time, with or without notice, cause or compensation.

The employment relationship between the State Superintendent of Schools and the employee may be terminated by either party. Reasons for termination by the State Superintendent of Schools include, but are not limited to, immorality, incompetency, cruelty, insubordination, intemperance, willful neglect of duty, unsatisfactory performance, the conviction of a felony or a guilty plea or a plea of no contest to a felony charge, misuse of funds or property, violations of law or policies of the state board, lack of need, or a lack or loss of funding.