Administrative Assistant Marketing and Communications Department
Summary: The West Virginia School of Osteopathic Medicine is seeking applicants for an Administrative Assistant. This position reports to Interim Vice President of Integrated Marketing and Chief Communications Officer, and is responsible for playing a pivotal role in the daily operations, providing independent, and at times, routine, but in most cases, complex program and project support to the Marketing and Communications Department. Duties include monitoring and reporting on the project management process; preparation of conference assets and travel arrangements; regular photography of prospective students; purchasing and budget monitoring activities; maintaining publication distribution database and assisting with special projects.
Duties and Responsibilities
Plans, initiates, and executes to completion all administrative and secretarial work of the Marketing and Communications Department.
Assists in coordinating all on - and off-campus conferences for the department, including handling the registrations and travel for those attending the conference. Serve as a contact for setup, information, and reservations for conferences. Prepare exhibit materials for the conference; make shipping arrangements for the display, and travels to and attends conference as assigned.
Provides project management of the annual WVSOM college catalog through communication with administrative department heads and faculty. Serves as an interface for total catalog update and design.
Compose and edit all correspondence for the department.
Tracks and monitors the departmental budget, including the use and reconciliation of the state Purchasing Card and handling the purchasing for the department (supplies, materials, advertisements). Reconciles Purchasing Card for all departmental employees. Completes Banner requisitions, meal logs and expense reports for all department members.
Coordinates arrangements for meetings, luncheons, and other special events. These include on and off campus events for students, faculty, staff and other guests as well as numerous national osteopathic functions.
Monitors project requests and deadlines within the department.
Assists director with scheduling meetings and maintains a department master calendar. Organize, track, and schedule display and promotional resource materials that are for loan, and tracks other departmental resources as requested.
Approves all WVSOM stationery and business card orders that employees place.
Assists in organizing special events and public relations activities such as graduation, convocation, spring awards, retirement luncheon, open house, and other events.
Maintains databases and prepares bulk and first class mailings for the magazine, annual report, viewbook, graduation composites, and invitations for various special events.
Provides departments with assistance in producing certificates, i.e. employee recognition, spring awards, and senior citations, graduation awards, alumni, RHI, research forum, mini-med and the president’s special certificates.
Other related duties as assigned.
This is a full-time non-classified position with full state benefits and is exempt from FLSA provisions regarding overtime. Minimum base salary is $30,000, though salary will be based on education and experience applicable to the position. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling.
This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.
Applications are considered confidential and references are not contacted until later in the search process. The search committee will begin its review of applications upon receipt and the search will remain open until the position is filled.
The West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.
Knowledge, Skills and Abilities:
Apply judgment, discretion and initiative in coordinating and performing many complex, administrative tasks, determine relative importance of and prioritize each, set deadlines, and complete projects accurately and in a timely manner.
Effectively communicate (oral and written) with all constituents, utilizing proper English and grammar.
Strong interpersonal skills and work ethic to build trusted, collaborative relationships with internal clients and with vendors; should have good listening skills, project management skills, and the ability to give creative direction and follow projects to completion.
Knowledge of Microsoft Office products, including Word and Excel. InDesign, Illustrator, Photoshop, Outlook, Bridge and Acrobat are a plus.
Candidate must possess the ability to work in a high-energy, rapid paced environment.
Coordinate/follow the direction of the administrator to assure objectives are met.
Solve problems and work independently.
Coordinate special projects from inception to completion.
Establish and maintain a cooperative working relationship with others. Be punctual, manage time effectively and accept responsibility.
Present a professional, positive appearance and attitude.
Organize information and maintain integrity of confidential information.
Ability to work flexible hours when necessary.
Photography, video production, and social media/communications experience is desired, but not required.
Experience in higher education preferred.
Education and Experience
Successful candidate should have an earned Bachelor’s Degree, though an equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered.
Administrative Support or Office Management Experience; minimum of 2 years
Computer software experience, specifically Microsoft Office and database (Banner preferred); minimum of 2 years
Higher Education Experience Preferred; minimum of 2 years
About West Virginia School of Osteopathic Medicine
The West Virginia School of Osteopathic Medicine is a free-standing medical school nestled in the Allegheny Mountains. WVSOM is located in "America's Coolest Small Town" (Budget Magazine 2011) just minutes from the famed Greenbrier® Resort, a Five Diamond hotel and spa and host of the PGA’s annual Greenbrier Classic. WVSOM brings over 40 years of history serving the health and wellness needs of the Greenbrier Valley, the state of West Virginia and beyond. The school’s small-town, rural community cherishes its connection with the college and our students are actively engaged in service outreach and support for over 40 non-profit organizations in this area. Additionally, WVSOM faculty and staff enjoy a vibrant cultural community which features one of only four operating Carnegie Halls in the world, as well as the state professional theatre of West Virginia. Throughout the year, employees can enjoy live plays and musicals, a broad representation of visual artists, an annual chocolate festival, a flourishing literary series, and live music events within a historic preservation area featuring 19th century architecture, unique shops and dining, and limitless outdoor recreation. This one...-of-a-kind environment brings together farmers and artists, lumbermen and world-renowned musicians, holistic physicians and thrill-seeking whitewater rafters in a diverse melting pot that is truly unique!