Office Coordinator, WVU Innovation Corporation

WVU Medicine

About The Position

Administrative responsibility and oversight to the WVUIC office. Independently performs a wide range of administrative duties, support, communication, and coordination of projects and special events.

Requirements

High School Diploma or Equivalent AND Six years of high-level administrative experience.
Associate’s Degree AND Four years of high level administrative experience.
Bachelor’s Degree AND Two years of high-level administrative experience.
Prior experience working independently with minimal supervision. Proven ability to make independent decisions using discretion and judgment with respect to matters of important significance.
Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).
Ability to maintain confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.
Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

Nice To Haves

Experience in health care.
Experience in executive office setting.
Supervisory experience.

Responsibilities

Provides administrative support team for Director level and above. WVUIC office, including coordinating schedules, coordinating conference room availability with tenants, assisting with kronos, and assignment of duties. Responsible for training, onboarding, and mentoring administrative staff.
Leads, coordinates, and has direct responsibility for a wide variety of special projects on behalf of the Vice President for WVUIC
Develops and leads communication plans for projects to ensure full transparency and understanding of the project by leaders, user departments, stakeholders, patients, and visitors.
Assist the WVUIC Leadership team in the day –to- day operations of the administrative suite with the ability to suggest methods and procedures to improve departmental administrative operations.
Provide high level clerical support, organization, time and task management for the Leadership of WVUIC, including all internal and external correspondence for Executive Leadership of WVUIC.
Serves as the primary contact for WVUIC Administration suite for vendors, community leaders, and other external contacts.
Serve as the liaison for special events, coordinate and facilitate special events including dinners, retreats, seminars, philanthropic, and charitable events for WVUIC Administration.
Assist in the development of events and project proposals and budgets, providing leadership with project plan progression.
Assist with maintenance of professional development, including expense reports and corporate purchase card reconciliation.
Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, presentations and reports.
Serves as day-to-day point of contact for media.
Oversees the gathering of information for news releases; writes news releases; edits releases written by others; schedules distribution of news releases; keeps records of distribution.
Evaluates accomplishments for potential news value, prioritizes, and decides which should be promoted to media.
Consults with leadership and provide advice on media relations
Develops story ideas for news media.
Creates other written content on a wide variety of subjects for web sites, publications, internal and external communications.
Produces educational and promotional videos, postings, and news releases.
Participates in/on a variety of meetings, committees, task forces, and/or related groups.
Develops and leads communication plans for projects to ensure full transparency and understanding of the project by leaders, user, tenants, stakeholders, and visitors.
Prepares and provides project status reports and project schedules for stakeholders and senior leadership.
Assists the leadership team by soliciting and negotiating fee proposals for consultants and coordinates activities of consultants, contractors, and others.