Events and Office Support Specialist (Part-Time)

Posting Details

Position Information

Job Category Position Title Events and Office Support Specialist (Part-Time) Working Title Unit/Division Location WVSOM Main Campus, Lewisburg, WV Scheduled Hours Per Week Up to 37.5 Hours FLSA Status Non-Exempt

Job Summary

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.

Education/Knowledge

Minimum Education High School or GED Required Licenses/Certification Skills Required

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

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.

Required Experience

Posting Detail Information

Close Date Open Until Filled Special Instructions

WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Sherri Miller - HR Coordinator at smiller@osteo.wvsom.edu.

Quick Link to Posting https://careers.wvsom.edu/postings/3485

Supplemental Questions

Required fields are indicated with an asterisk (*).

• Are you legally eligible to work in the United States?

• Yes

• No

• Will you now or in the future require visa sponsorship for employment at the West Virginia School of Osteopathic Medicine?

• Yes

• No

• Have you registered for the Selective Service? [To check your registration and to obtain official verification, please visit: https://www.sss.gov/Registration/Check-a-Registration/Verification-Form] West Virginia State Code requires that all men (born after December 31, 1959 and are between the ages of 18 and 25) register for the Selective Service to be eligible for employment with any state entity. WVSOM must ensure compliance with the Military Selective Service Act with all applicants and employees.

• Yes

• No

• Not Applicable (I am female or exempt from the registration requirement)

• Please provide your highest level of education attained.

• High School Diploma/GED

• Some College/No Degree

• Associates Degree

• Bachelors Degree

• Masters Degree

• How many years of recent and related experience do you have in this type of position?

• No recent or related experience.

• Under 1 year

• 1 Year up to 2 Years

• 2 Years up to 3 Years

• 3 Years up to 5 Years

• 5 Years up to 7 Years

• Over 7 Years

• How did you hear about this employment opportunity?

(Open Ended Question)

Application Documents

Required Documents

• Cover Letter
• Resume
• List of References

Optional Documents

• Letter of Recommendation 1
• Letter of Recommendation 2
• Transcripts Undergraduate
• Transcripts Other