Administrative Assistant - Marketing and Communications

Administrative Assistant – Marketing and Communications

West Virginia School of Osteopathic Medicine seeks an Administrative Assistant reporting to the Director of Marketing. The role provides complex program and project support to the Marketing and Communications Department, including monitoring project management processes, preparing conference materials, arranging travel, purchasing and budget monitoring, maintaining publication distribution database, and assisting with special projects.

Base pay: $39,975.00 per year. Additional salary will depend on education and experience. Full‑time position with state benefits and exempt from overtime. A minimum starting salary of $39,975.00.

• Seniority level:
  Entry level
• Employment type:
  
  Full‑time
• Job function:
  Administrative
• Industries:
  Administrative and Support Services

• Plan, initiate, and execute all administrative and secretarial work of the Marketing and Communications Department.
• Coordinate on‑and off‑campus conferences, including registrations, travel arrangements, exhibits, and shipping.
• Compose and edit correspondence for the department.
• Track and monitor the departmental budget, handling purchases, reconciliations, and expense reports.
• Arrange meetings, luncheons, and other special events for students, faculty, staff, and external guests.
• Monitor project requests and deadlines within the department.
• Aide the director with scheduling meetings and maintaining a master calendar.
• Organize and track promotional materials and loaned items.
• Approve stationery and business card orders for employees.
• Assist in special events and public‑relations activities such as graduations and award ceremonies.
• Maintain databases and prepare mailings for the magazine, annual report, viewbook, and event invitations.
• Produce certificates for employee recognition, awards, and research forums.
• Perform other related duties as assigned.

• Minimum Education
  • Bachelor’s degree or an equivalent combination of relevant experience and training.
• Experience
  • At least two years of administrative support or office management experience.
  • Minimum two years of experience with Microsoft Office and database management (Banner preferred).
  • Minimum two years of higher education experience (preferred).
• Skills
  • Apply judgment, discretion, and initiative to coordinate complex tasks and manage deadlines.
  • Communicate effectively (oral and written) with proper English and grammar.
  • Build collaborative relationships with internal clients and vendors; strong listening, project‑management, and creative‑direction abilities.
  • Proficiency in Microsoft Office; knowledge of InDesign, Illustrator, Photoshop, Outlook, Bridge, and Acrobat is a plus.
  • Work effectively in a high‑energy, rapid‑paced environment.
  • Coordinate special projects from inception to completion.
  • Maintain confidentiality and integrity of information.
  • Work flexible hours when necessary.
  • Experience in photography, video production, social media, or communications is desirable.
  • Higher education experience is preferred.

This is a full‑time, non‑classified position with full state benefits and exempt from FLSA overtime. The role may require evening or weekend scheduling and is designated as Essential for emergency situations.

West Virginia School of Osteopathic Medicine is an equal‑opportunity employer committed to enhancing diversity among its faculty and staff.