College Access Administrative Assistant

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.

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.

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.

• 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.

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 Auditors policies and procedures and ensuring adherence to applicable purchasing laws and guidelines.

• Other administrative duties as assigned.

Education and Experience:

Bachelors degree in business administration or related field with at least one year of relevant experience; OR an Associates degree with a minimum of 2-3 years relevant experience. Prefer experience in administrative services, data collection, college admissions, outreach, or financial aid.

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.

For more information and to apply click dir="ltr" style="margin-top: 0; margin-bottom: 0"> Contact WVHEPC Human Resources at ... if you have questions.

Why Work With Us?

Great careers aren't just about the job they're about the whole package.

At the West Virginia Higher Education Policy Commission/Community & Technical College System, we're looking for talented people who want more than just a paycheck. If you value purpose-driven work, financial security, and time to live your life, keep reading.

At HEPC/CTCS, we work every day to expand educational opportunities and improve quality of life for West Virginians. We know education is essential to building a strong workforcetoday and for the futureand our efforts impact 60,000 students each year. In partnership with our states colleges and universities, we strive to make postsecondary education more affordable, accessible, and attainable.

The Short Version

What You Get

The Details

Shorter Work Week

37.5 hours not the standard 40

Flexibility

Hybrid schedule with remote and in-office days

Time Off

24 days annual leave + 18 days sick leave + all WV state holidays

Retirement

401(a) with 6% match, plus 403(b) & 457(b) options

Healthcare

Multiple medical plans + comprehensive ancillary benefits

Environment

You'll work in a modern office with real amenities think outside walking paths, an on-campus café, and plenty of space to spread out. But it's not just about the space. It's about a culture that gives you room to grow and work that actually matters.

Let's Talk About Retirement (Seriously)

Most people gloss over retirement benefits. Don't.

Our plan isn't your grandfather's pension it's better. With a 6% employer match on your 401(a) and access to both 403(b) and 457(b) accounts, you can strategically save in ways that could replace well over 100% of your working income when you retire. That's not a typo. That's planning done right.

Time Off That Actually Lets You Recharge

• 24 days of annual leave accrued per year
• 18 days of sick leave because life happens
• Every West Virginia state holiday and if you know WV, you know that's a lot of days off

Add it all up, and you'll have the time you need to travel, rest, handle family obligations, or simply enjoy a long weekend.

Flexibility Without the Fine Print

Our hybrid work model gives you the best of both worlds in-office collaboration and the convenience of remote work. And we don't just offer flexibility; we equip you for it. Expect dual monitors, quality peripherals, and the tools you need to be productive at home and in the office.

Benefits Beyond the Basics

• Health coverage: Choose from multiple medical plan options tailored to different needs and budgets.
• Ancillary benefits: Dental, vision, life insurance, disability, FSA/HSA options, and more the full suite of coverage to protect you and your family.

The Work Itself

Let's not forget why you're here: the job.

At the West Virginia Higher Education Policy Commission, we offer:

• Challenging, engaging work that keeps you learning
• A service-oriented mission where your efforts create real impact in higher education policy
• Opportunities for advancement we promote from within and invest in your growth
• A welcoming office environment modern space, good people, positive culture

The Bottom Line

You deserve a workplace that respects your time, invests in your future, and gives you room to thrive. That's exactly what you'll find at the West Virginia Higher Education Policy Commission.

Interested? Let's talk.

Benefits
The West Virginia Higher Education Policy Commission offers a comprehensive benefit package for full-time employees which includes:

• Health Insurance
• Life Insurance
• Dental
• Vision
• Hearing
• Legal Services
• Flexible Spending Accounts
• Health Savings Account
• 401(a) Retirement Account with 6% Employer Matching Contribution
• Voluntary Supplemental Retirement Accounts
• Vacation Days
• Sick Days
• Paid Holidays