Special Events Assistant

WVU Medicine; Morgantown (WV); On-site; USD 25,000 - 39,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown, WV is seeking an experienced Administrative Specialist to support the Special Events Manager and team. The role covers a broad range of office duties and event coordination.

You will manage communications, assist with procurement, travel arrangements, and vendor negotiations, and handle data entry, filing, and inventory.

Qualifications

• High school diploma or equivalent with required experience.
• Valid driver's license.
• Strong time management and communication abilities.
• Proficient in Microsoft Office.

Responsibilities

• Provides high-level administrative support to the Manager, Special Events and the Special Events team.
• Serves as primary contact for the Special Events Team and Reward and Recognition Program.
• Handles correspondence, telephone, email, and in-person reception.
• Aids with event logistics including contracts, invoices, vendor coordination/negotiations, securing event staffing, travel accommodations, and assembly assistance.
• Assists with purchasing, budgeting, reporting, and bookkeeping for the Special Events program.

Skills

Time management

Communication

Interpersonal skills

Organizational skills

Education

High School Diploma or Equivalent with 4 years admin experience OR Associate’s Degree with 2 years executive office experience OR Bachelor’s Degree

Tools

Microsoft Office Suite

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Provides high level administrative support to the Manager, Special Events and the Special Events team. Performs a wide range of administrative duties and coordinates a variety of complex office procedures in support of the program.

Minimum Qualifications

EDUCATION & EXPERIENCE

• High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Office Experience OR Bachelor’s Degree.
• Valid driver's license.

Experience

PREFERRED QUALIFICATIONS

• Administrative experience with success in office management.
• Budget management and record keeping experience.
• Experience developing internal processes and filing systems.

CORE DUTIES AND RESPONSIBILITIES

• Provides administrative support.
• Serves as point of contact for the Special Events Team and Reward and Recognition Program.
• Provides essential office functions, including personalized and general correspondence, telephone, email, and in-person reception.
• Lends logistical and operational support/assistance with various events, programs and activities. Responsibilities include but are not limited to: Day-of logistics, contracts, invoice submissions, vendor coordination/negotiations, securing event staffing, travel accommodations, and assembly assistance.
• Aids with purchasing, reporting and bookkeeping for Special Events program (Budget spreads and event totals.)
• Responsible for filing, data entry, accounting, and coding of purchases.
• Manages event/equipment rentals and requests.
• Keeps up-to-date information regarding vendors, program policies, procedures, employee discounts and recognition-related benefits.
• Responsible for running any necessary office and event errands.
• Maintains the cleanliness and organization of office space and management of inventory.

PHYSICAL REQUIREMENTS

• Must be able to carry and move heavy objects in excess of forty pounds (event materials, meeting room set-up, technology, etc.).
• Must be able to stand and walk for long periods of time.
• Must be able to run necessary office errands.

WORKING ENVIRONMENT

• Normal office environment.
• Travels between locations frequently.
• Requires various early morning, evening, and weekend work (on occasion.)
• Work often independently or as a team.

Skills And Abilities

• Excellent time management and communication skills.
• Critical thinking, evaluation and analytical skills.
• Excellent organization skills, attention to detail, and ability to support multiple tasks and projects simultaneously.
• Must demonstrate excellent interpersonal and communication skills, both in writing and orally.
• Must demonstrate proficiency in Microsoft Office software.
• Ability to operate and drive a transit van – commercial vehicle.

Additional Job Description

Scheduled Weekly Hours

40

Shift

Day (United States of America)

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

1604 WVUH Employee Experience and Engagement

Address

1 Medical Center Drive, Morgantown, West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.