Administrative Assistant to WCUCOM Administration

Job Summary

Under the supervision of the Director of External Affairs and Alumni Relations at WCUCOM, the Administrative Assistant will work closely with the WCUCOM administrative team. This job position is distinguished from other job positions in that the nature, scope, and diversity of responsibilities included in this job position requires highly sensitive support to the WCUCOM Administration.  Responsibilities require the exercise of independent judgment, confidentiality, and technical knowledge of specific areas of assignment.  

Duties and Responsibilities

This job description does not state or imply that these are the only duties to be performed by the employee occupying this position.  Duties and job responsibilities listed are essential job functions and exclude functions that are incidental to the performance of fundamental job duties.

• Assist WCU and WCUCOM in the implementation of the respective Mission Statement(s), Statement(s) of Purpose, Institutional Plan(s), and Financial Plan(s).
• Perform duties as specifically indicated by WCUCOM administration.
• Greet faculty, administration, staff, students, and others entering the WCUCOM Administrative office suite.
• Maintain accurate and current records.
• Manage multiple calendars and appointments for COM administrators.
• Create, duplicate, and disseminate materials as directed.
• Assist with scheduling events in the Institute of Primary Care (IPC).
• Assist with facility, security, and catering requests in the IPC.
• Assist with gathering and maintaining WCUCOM Alumni data.
• Assist with purchasing card receipt management
• Lock and secure office suite when leaving each day.
• Assist in other departments when needed.
• Assist with proofreading important documents and reports.
• Crosstrain with staff members from other departments within the WCUCOM to learn multiple roles and functions and support business continuity.
• Retrieve mail from university post office and distribute to administration.
• Order and maintain inventory of office supplies.
• Monitor office equipment for necessary repairs.
• Attend University events when staff participation is expected.
• Other duties as assigned.

Required Qualifications

• High school diploma and two (plus) years of secretarial/administrative professional job experience
• Must have prior experience and familiarity with Microsoft Office Professional software (Word, Excel, Outlook, PowerPoint etc.)
• Must have experience in proofreading and editing
• Must be punctual and able to work required hours
• Must have excellent organizational and interpersonal skills
• Must exhibit courteous, professional customer service skills
• Must have the ability to work independently, complete multiple assignments, meet deadlines, exercise good judgment, demonstrate tactfulness and discretion, and maintain confidentiality.
• Must have excellent verbal and written communication skills
• Must have the ability to solve problems effectively

Preferred Qualification

• Bachelor’s degree or higher in English, Business Administration, Public Health, or Education-related fields

Physical Demands

• Must possess the mobility to work in a standard office setting and use standard office equipment, such as a computer, have the vision to read printed materials and a computer screen, and have hearing and speech to communicate appropriately in person and over the telephone.
• Must have the ability to sit for extended periods of time.
• Must have strength and agility to move files and minor office equipment.
• Must have the ability to perform errands to other campus buildings.
• Must be able to perform duties in an on-campus setting.