Special Events Assistant

WVUH West Virginia University Hospitals; United States; On-site; USD 45,000 - 65,000; Full time

Job summary

WVU Medicine is actively seeking an organized administrative professional to support the Special Events Team and related programs. You will handle essential office functions, correspondence, and reception while coordinating event day logistics, contracts, and vendor coordination.

The role includes purchasing, budgeting support, data entry, and inventory management, with frequent organization of files and processes to ensure smooth operations across the department.

Qualifications

• Highest minimum education: High School Diploma or Equivalent plus four years of admin experience, or an Associate’s with two years executive office experience, or a Bachelor’s degree.
• Valid driver’s license required.
• Experience in office management, budgeting, and record keeping preferred.

Responsibilities

• Provide administrative support to the team and leadership.
• Serve as point of contact for Special Events Team and Reward/Recognition Program.
• Handle correspondence, phone, email, and in-person reception.
• Coordinate events: day-of logistics, contracts, invoices, vendor negotiations, staffing, and travel.
• Aid with purchasing, reporting and bookkeeping for Special Events (budgets and totals).
• File, data entry, accounting, and coding of purchases; manage rentals and inventory.
• Maintain vendor information, program policies, and employee benefits.
• Run office and event errands as needed.

Skills

Time management

Communication

Interpersonal skills

Microsoft Office

Transit van operation

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Office software

Job description

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

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.

PREFERRED QUALIFICATIONS: EXPERIENCE:

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

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• 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:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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.

The West Virginia University Health System is a West Virginia‑based academic health system that provides the full continuum of healthcare services at 30 hospitals in West Virginia, Pennsylvania, Ohio, and Maryland. With more than 47,000 employees, of which 7,200 are providers, and $10 billion in total operating revenues, the WVU Health System is anchored by an 890‑bed academic medical center and the 150‑bed WVU Medicine Golisano Children’s Hospital in Morgantown, West Virginia. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community‑based primary and specialty services to highly complex, quaternary care and post‑acute care.