Office Coordinator, WVU Innovation Corporation

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Six years of high-level administrative experience. 

OR

2. Associate’s Degree AND Four years of high level administrative experience.

OR

3. Bachelor’s Degree AND Two years of high-level administrative experience.

EXPERIENCE:

1. Prior experience working independently with minimal supervision. Proven ability to make independent decisions using discretion and judgment with respect to matters of important significance.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Experience in health care. 

2. Experience in executive office setting.

3. Supervisory experience.

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.

1. Provides administrative support team for Director level and above. WVUIC office, including coordinating schedules, coordinating conference room availability with tenants, assisting with kronos, and assignment of duties.  Responsible for training, onboarding, and mentoring administrative staff.

2. Leads, coordinates, and has direct responsibility for a wide variety of special projects on behalf of the Vice President for WVUIC  

3. Develops and leads communication plans for projects to ensure full transparency and understanding of the project by leaders, user departments, stakeholders, patients, and visitors.

4. Assist the WVUIC Leadership team in the day –to- day operations of the administrative suite with the ability to suggest methods and procedures to improve departmental administrative operations.

4. Provide high level clerical support, organization, time and task management for the Leadership of WVUIC, including all internal and external correspondence for Executive Leadership of WVUIC. 

5. Serves as the primary contact for WVUIC Administration suite for vendors, community leaders, and other external contacts. 

6. Serve as the liaison for special events, coordinate and facilitate special events including dinners, retreats, seminars, philanthropic, and charitable events for WVUIC Administration.   

7. Assist in the development of events and project proposals and budgets, providing leadership with project plan progression.

8. Assist with maintenance of professional development, including expense reports and corporate purchase card reconciliation.

9. Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, presentations and reports.

10. Serves as day-to-day point of contact for media.

11. Oversees the gathering of information for news releases; writes news releases; edits releases written by others; schedules distribution of news releases; keeps records of distribution.

12. Evaluates accomplishments for potential news value, prioritizes, and decides which should be promoted to media.  

13. Consults with leadership and provide advice on media relations

14. Develops story ideas for news media.

15. Creates other written content on a wide variety of subjects for web sites, publications, internal and external communications.

16. Produces educational and promotional videos, postings, and news releases.

17. Participates in/on a variety of meetings, committees, task forces, and/or related groups. 

18. Develops and leads communication plans for projects to ensure full transparency and understanding of the project by leaders, user, tenants, stakeholders, and visitors.

19. Prepares and provides project status reports and project schedules for stakeholders and senior leadership.

20. Assists the leadership team by soliciting and negotiating fee proposals for consultants and coordinates activities of consultants, contractors, and others.

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.

1. 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.

2. Ability to sit for long periods of time 3. Ability to lift, push or pull 10-15 pounds.

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.

1. The work environment characteristics described here are representative of those 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.

2. Working conditions are based on a normal office environment.

SKILLS AND ABILITIES:

1. Demonstrated proficiency in Microsoft Office software (including but not limited to Outlook, Word, Excel, PowerPoint).

2. Ability to maintain confidentiality: Due to the wide range of individuals with whom the person in this position is interacting, failure to handle these contacts correctly and diplomatically could have adverse effects on the System. Release of incorrect or confidential information could have serious legal repercussions.

3. Must demonstrate excellent interpersonal and communication skills, both in writing and orally.

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

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.