Administrative Secretary Senior/Contracts Office

Reporting to the Director of Contracts, the Administrative Secretary Senior provides a variety of complex secretarial and administrative duties in support of the WVSOM Contracts Office. Secretarial duties involve working with students, faculty, staff, public and other constituency groups while following established departmental policies, procedures, and methods. The individual will be responsible for providing administrative support to ensure efficient operation of the office and role plays a crucial part in assisting with contract management, data entry, document preparation, and general office coordination. This position will be a full-time, staff position with full state benefits and is non-exempt from FLSA provisions regarding overtime. Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require early morning, evening and weekend scheduling (infrequent). Minimum base salary is $16.50/hour or $32,175.00 annually, commensurate with experience. This position has been designated as essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM. Final candidates are subject to employment and credential verification, reference and background checks. All applications are considered confidential. West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff. Education/Knowledge Minimum Education Business/ Technical/Vocational School Required Licenses/Certification Skills Required An equivalent combination of relevant and recent experience and training which provides the required knowledge, skills and abilities may be considered. Business, technical or vocational school of up to 18 months beyond high school. Secretarial or administrative support experience; Over 2 up to 3 Years Experience in a contracts or legal environment is preferred, but not required. Excellent interpersonal and customer service skills and the ability to work effectively with a wide range of constituencies in a diverse community and demonstrated ability to establish and maintain cooperative working relationships with all constituents at WVSOM. Must have the ability to communicate clearly and in a professional manner in any capacity. Ability to coordinate and prioritize tasks, set deadlines and complete projects in a timely manner. Organizational and time management skills required to manage office and work load. Demonstrated proficiency in Microsoft Office applications including Word, Power Point, and Excel with the ability to quickly adapt to additional WVSOM applications (Banner, WVOasis, etc.). Excellent proofreading skills and strong accuracy in work product. Ability to learn and to apply effectively the policies, procedures and guidelines affecting the position and work unit to which assigned, as well as the institution. Ability to maintain confidentiality and handle sensitive information with discretion. Carry out assignments without detailed instructions and ability to work independently. Duties and Responsibilities Duties and Responsibilities Provide general administrative support including answering phones, filing, and office supply management. Perform accurate data entry for vendor registration, purchase orders, requisitions, contract details, amendments, and related documentation into various programs as required. Assist in the preparation, organization, and maintenance of contract documents and files. Coordinate meetings, appointments, and travel arrangements for department members. Draft correspondence, reports, and presentations as needed. Maintain accurate records of contracts, amendments, and related documentation. Monitor and track contract deadlines and deliverables. Handle inquiries and correspondence related to contracts. Assist in the preparation of contract summaries and reports. Collaborate with other departments and external parties as necessary. Other related duties as assigned. Required Experience Posting Detail Information Close Date Open Until Filled Yes Special Instructions WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Tiffany Burns at tburns@osteo.wvsom.edu