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West Virginia School of Osteopathic Medicine · 2 months ago

Administrative Assistant - Marketing and Communications

Lewisburg, WV

Full-time

Onsite

Entry Level

$40K/yr - $40K/yr

2+ years exp

The West Virginia School of Osteopathic Medicine is seeking an Administrative Assistant for its Marketing and Communications Department. This role involves providing complex program and project support, managing budgets, coordinating events, and assisting with various administrative tasks to ensure smooth departmental operations.

Higher Education

Culture & Values

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

Qualification

Microsoft OfficeAdministrative supportProject managementDatabase managementHigher education experiencePhotographyVideo productionSocial media experienceInterpersonal skillsCommunication skillsProblem-solvingTime management

Required

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