Executive Administrative Assistant

Full-time - Entry Level

Lewisburg, WV

Educational Services

About the position

The Executive Administrative Assistant will provide high-level and complex independent administrative support for the West Virginia School of Osteopathic Medicine (WVSOM) Vice President of Community Engagement/Chief Operations Officer (COO). The incumbent develops and establishes goals and objectives to support the achievement of the mission of the institution and the COO, and exercises initiative and independent judgement in managing the COO's schedule and the office's daily activities. The incumbent uses discretion in the dissemination of information to faculty, students, staff and various constituency groups. This position reports to the COO. This is a full-time, non-classified position; it is exempt from FLSA regulations concerning overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. 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. 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.

Responsibilities

• Serves as the first point of contact and primary administrative support to the COO including proactively prioritizing and following up on incoming issues and concerns addressed to the COO, including those of a sensitive and confidential nature.
• Develops and establishes goals and objectives to support the achievement of the COO which involves safeguarding knowledge and protection of very sensitive and confidential information on a daily basis.
• Facilitates the efficient utilization of the COO's time through the development and coordination of a complex calendar of appointments, meetings, social engagements and institutional and community functions with individuals and groups.
• Assists with and oversees projects as requested, which includes planning and coordinating special projects, conferences, luncheons, and special events as related to the COO.
• Requires a professional demeanor and very strong customer service background to promote a positive image of the institution by greeting and receiving visitors to the Office of the COO, responding to inquiries, referring inquiries or problems to the appropriate office or person, and resolving problems.
• Coordinates the flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department or agency for outgoing communications.
• Facilitates official travel including arranging complex and detailed travel plans, itineraries and agendas for the COO and other staff as requested preparing associated approval forms and expense reports or travel reimbursements.
• Assists the COO in oversight functions by composing, editing, and reviewing correspondence and documents prepared by other offices for the COO's signature.
• Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in usable and understandable formats.
• Assists with maintenance and monitoring of the budgets under the control of the COO by maintaining budget records, reconciling and verifying receipts for accuracy, and producing financial reports. Shall also maintain office inventory and purchases office supplies for the department.
• Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed.
• Participates in training or other professional development as it relates to the position.
• Serve on committees as requested on behalf of the department and/or institution.
• Other duties as assigned or directed.

Requirements

• Bachelor's degree in Business Administration, Education, or related field, though a combination of education and experience will be considered.
• Office management and/or administrative support experience; Over 3 Years
• Office management experience, Over 3 Years
• Higher Education Experience, Over 3 Years Preferred
• Strong interpersonal skills with the ability to maintain a professional demeanor in any communication capacity (written or verbal), along with excellent communication skills.
• Demonstrated ability to work independently and to reason logically and analyze and solve problems.
• Ability to coordinate and prioritize many different administrative tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Ability to maintain confidentiality with records, students, etc. as this position handles a lot of highly sensitive and confidential information.
• Ability to work within a team environment - teamwork is essential to the position.
• Proven skill in interacting with the public and different constituency groups.
• Demonstrated ability to establish and maintain cooperative working relationships among all levels of employees within an organization.
• Ability to learn and to apply effectively the policies, procedures and guidelines affecting the institution, with demonstrated ability to interpret and apply solid judgment, discretion and initiative in performing a variety of complex administrative tasks.
• Advanced skills with Microsoft Office Products, including Excel, Outlook, and Word, and the ability to learn other systems as needed for the operations of the COO.