College Access Administrative Assistant

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).

Minimum Education and Experience:

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

 

Supplemental Information

Closing Date: September 18, 2026

Application Requirements  

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

1. Resume– A current resume outlining your education, work history, and relevant experience.
2. 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.

 

Equal Opportunity Employer

The West Virginia Higher Education Policy Commission and the Community and Technical College System of West Virginia are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, religion, sex, national origin, age, or protected veteran status and will not be discriminated against on the basis of disability. The Commission and Council provide a collegial and respectful environment that values the contributions of its staff.

Employer         WV Higher Education Policy Commission

Address           2001 Union Carbide Drive Building 2000 South Charleston, West Virginia, 25303

Phone              304-558-2104

Website           http://WVHEPC.edu

 

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 (Commission) and West Virginia Council for Community and Technical College Education (Council), 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 the Commission and Council, 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 workforce—today and for the future—and our efforts impact 60,000 students each year. In partnership with our state’s 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

The Work Itself

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

The Commission and Council offers:

• 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 Commission and Council.

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