College Access Administrative Assistant-Higher Education Policy Commission-Kanawha Co.

COLLEGE ACCESS ADMINISTRATIVE ASSISTANT-HIGHER EDUCATION POLICY COMMISSION-KANAWHA CO.

To be considered for this position, applicants must send an email to hrsupport@wvhepc.edu with the following:

Letter of Interest– Submit a letter of interest that details your accounting and financial management experience. In your letter, address the following:

What experience do you have with data collection, data entry, reporting, record management, or database administration?

What software, databases, or reporting tools have you used?

Describe your experience coordinating administrative operations, purchasing, inventory management, travel arrangements, or reimbursement processes.

How have you identified and resolved data discrepancies, improved administrative processes, or supported organizational goals?

Describe any experience working in education, student services, outreach programs, admissions, financial aid, grant-funded programs, or other customer-focused environments.

Final candidates are subject to employment and credential verification, as well as reference and background checks.

General Job Summary:

This position provides comprehensive data, administrative, fiscal, and programmatic support to ensure the effective implementation of GEAR UP initiatives. Primary responsibilities include validating and auditing program data for accuracy, compliance, and reporting purposes; coordinating closely with regional directors to resolve discrepancies; and producing routine and ad hoc reports for internal and external stakeholders. The role also supports fiscal and operational functions by assisting with purchasing, travel coordination, inventory management, and compliance with state guidelines. In addition, this position supports program and event operations by preparing materials, tracking program assets and classroom technology, managing communications, and providing general administrative assistance to support outreach, training, and day-to-day departmental operations.

Job Duties and Responsibilities:

Data Validation, Quality Assurance, and Reporting (45%)

Review and validate data submitted by regional partners to ensure accuracy, completeness, and compliance with program requirements.

Identify discrepancies, missing data, or inconsistencies and coordinate directly with regional directors to resolve issues prior to final submission to Assistant Director of Research and Evaluation.

Perform routine data audits and maintain documentation of validation processes and corrections.

Maintain database integrity and ensure adherence to established data standards.

Prepare and distribute monthly and ad hoc reports aligned with GEAR UP objectives.

Support compilation of statistical and research data for stakeholders.

Administrative, Fiscal, and Operational Support (30%)

Provide direct support to the Coordinator of Fiscal and Administrative Services.

Assist with purchasing processes and documentation in compliance with State Auditor guidelines.

Coordinate staff travel, including authorizations, registrations, lodging, transportation, and reimbursement documentation.

Monitor and reorder office and program supplies; maintain appropriate inventory levels.

Coordinate receipt, storage, and distribution of shipments and materials.

Track outreach and program materials inventory.

Program and Event Support (25%)

Prepare, organize, and distribute materials for events, trainings, and outreach activities.

Track GU-purchased classroom technology and maintain associated records.

Monitor division's communication channels and route information as appropriate.

Provide general administrative and programmatic support as assigned.

Required Knowledge, Skills, And Abilities:

Proficiency in Microsoft Word and Excel.

Strong written and verbal communication skills.

Excellent organizational skills and attention to detail.

Ability to prioritize and meet deadlines in a fast-paced environment.

Ability to maintain confidentiality.

Strong interpersonal skills and ability to work collaboratively.

Ability to work independently with minimal supervision

Ability to travel regionally (motor vehicle and occasional air travel).

Bachelor’s degree with at least one year of relevant experience is preferred; or Associate’s degree with 2–3 years of relevant experience.