Administrative Assistant - Marketing and Communications

West Virginia School of Osteopathic Medicine•Lewisburg, WV

56d•$39,975

About The Position

The West Virginia School of Osteopathic Medicine is seeking applicants for an Administrative Assistant. This position reports to the Director of Marketing 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; purchasing and budget monitoring activities; maintaining publication distribution database and assisting with special projects. This is a full-time non-classified position with full state benefits and is exempt from FLSA provisions regarding overtime. Minimum starting salary is $39,975, 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. West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.

Requirements

Successful candidate will 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
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.
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.

Nice To Haves

Higher Education Experience Preferred; minimum of 2 years.
InDesign, Illustrator, Photoshop, Outlook, Bridge and Acrobat are a plus.
Photography, video production, and social media/communications experience is desired, but not required.
Experience in higher education preferred.

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.
Compose and edit 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, graduation awards, alumni, RHI, research forum, mini-med and the president's special certificates.
Other related duties as assigned.