Job Description Summary
The West Virginia School of Osteopathic Medicine (WVSOM) is currently looking for a temporary Events and Administrative Support Associate to assist the Center for Rural and Community Health (CRCH). This temporary position has an hourly rate of $16.00 and will work up to 37.5 hours per week as needed (maximum of 1,040 hours per fiscal year); no benefits. This position will coordinate a variety of events that are primarily held at the Clingman Center and offer administrative support to the CRCH…
and their programs and projects. This position reports to the Administrative Director for the CRCH.
This is a Part-time, non-classified position; and is non-exempt from FLSA regulations concerning overtime. Hourly rate shall be $16/hour without fringe benefits and may work a maximum of 1,040 hours per academic year (July through June).The weekly schedule for this position will be established between the supervisor and the employee and approved, given the needs of the department and the institution.
The West Virginia School of Osteopathic Medicine is an equal opportunity employer.
Minimum Education
High School or GED
Education and Experience
This position requires an Associate’s degree or three years of event planning and administrative experience related to the position qualifications.
A combination of education and experience will also be considered.
Skills Required
- Ability to communicate clearly and in a professional manner and work well with the public, including community members, faculty, staff and students;
- Ability to establish and maintain excellent cooperative working relationships;
- Demonstrated proficiency in Microsoft Office applications including Word, Power Point, Excel, Outlook, as well as the ability to quickly and efficiently learn new systems;
- Organizational and time management skills required to coordinate and prioritize multiple projects and tasks, set deadlines, and complete projects in a timely manner;
- Ability to carry out assignments without detailed instructions and ability to work independently;
- Excellent proofreading skills and thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure;
- Ability to handle confidential and sensitive material;
- Ability to learn and effectively apply institutional and departmental policies, procedures, and protocols;
- Must present a professional appearance and positive attitude;
- Willingness to work irregular and flexible hours, including weekends and evenings, as needed.
Duties and Responsibilities
- Coordinate external events, under the direction of the Administrative Director, for the Clingman Center by working with external clients to identify their needs and ensure client satisfaction;
- Responsible for supporting the planning, design, and execution of events, while coordinating key project delivery elements to ensure timely completion. Duties may include scheduling event spaces, liaising with vendors, and providing on-site management during events;
- Conduct market research, gather information, advertise, recruit, and produce events for groups external to WVSOM (advertise and recruit new clients who want to use the Clingman Center);
- Proactively handle any arising issues and troubleshoot emerging problems during the production of events;
- Prepare presentations for stakeholders as related to the event;
- Keep inventory of display materials and other items;
- Plan, initiate, and execute to completion administrative and secretarial work as assigned;
- Greet, direct, and/or provide appropriate information to visitors to the department, this includes answering telephone calls and communicating messages clearly and concisely;
- Schedule appointments and make other necessary arrangements for meetings, conferences, and other events, assisting the department with scheduled activities and reminding of upcoming deadlines;
- Assist in coordinating special projects for the CRCH staff/department needs;
- Collect, sort and distribute incoming and outgoing departmental mail;
- Compose, type, transcribe, and/or edit correspondence, reports, forms, charts, minutes, etc. from rough draft to final form, independently, including proofreading and corrections;
- Complete department filing with both physical and electronic files;
- Assist in maintaining inventory of and preparing orders for office supplies, rental inventory, and other donor-related items;
- Perform other related duties, as assigned.
