Events and Office Support Specialist; Part-Time

West Virginia School of Osteopathic Medicine Events and Office Support Specialist (Part-Time)

Please see Special Instructions for more details.

Job 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 position has an hourly rate of $16.00 and will work up to 37.5 hours per week as needed, with a maximum of 1,040 hours per fiscal year. The role will coordinate a variety of events primarily held at the Clingman Center and provide administrative support to the CRCH and its programs and projects.

The position reports to the Administrative Director for the CRCH.

Education & Knowledge

Minimum Education:

High School Diploma or GED. An Associate’s degree or three years of event planning and administrative experience related to the position qualifications is required. A combination of education and experience will also be considered.

Skills Required

• Ability to communicate clearly and professionally with community members, faculty, staff, and students.
• Ability to establish and maintain excellent cooperative working relationships.
• Demonstrated proficiency in Microsoft Office applications such as Word, Power Point, Excel, Outlook, and ability to learn new systems quickly.
• Organizational and time‑management skills to coordinate and prioritize multiple projects and tasks, set deadlines, and complete projects in a timely manner.
• Ability to work independently without detailed instructions.
• 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 apply institutional and departmental policies, procedures, and protocols.
• Professional appearance and positive attitude.
• Willingness to work irregular and flexible hours, including weekends and evenings, as needed.

Duties and Responsibilities

• Coordinate external events at the Clingman Center under the direction of the Administrative Director, working with external clients to identify their needs and ensure client satisfaction.
• Support the planning, design, and execution of events, scheduling event spaces, liaising with vendors, and providing on‑site management during events.
• Conduct market research, gather information, advertise, recruit, and produce events for external groups to use the Clingman Center.
• Proactively handle arising issues and troubleshoot problems during event production.
• Prepare presentations for stakeholders related to events.
• Keep inventory of display materials and other items.
• Plan, initiate, and execute to completion administrative and secretarial work as assigned.
• Greet, direct, and provide appropriate information to visitors to the department, including answering telephone calls and communicating messages clearly.
• Schedule appointments and make 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 and departmental needs.
• Collect, sort, and distribute incoming and outgoing departmental mail.
• Compose, type, transcribe, and edit correspondence, reports, forms, charts, minutes, etc. from rough draft to final form, 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.

Location
: WVSOM Main Campus, Lewisburg, WV

Scheduled Hours Per Week
:
Up to 37.5 hours (maximum 1,040 hours per fiscal year)

FLSA Status
:
Non‑Exempt

Hourly Rate
: $16.00

EEO Statement

The West Virginia School of Osteopathic Medicine is an equal opportunity employer.