short banner

Administrative Assistant

Posted:  December 9, 2014 

Communications Department

The Administrative Assistant for the Communications Department provides administrative support for the department and department staff.

ESSENTIAL FUNCTIONS OF THE POSITION

This position requires a friendly attitude, the ability to work well in a team environment, be a self-starter, and possess exceptional interpersonal and organizational skills

  • Answering phones;
  • Meeting with the public and acting as receptionist for the Communications Department;
  • Paying invoices, securing purchase orders, and reconciling expenses with department budgets;
  • Billing University departments for print and other jobs; 
  • Monitoring inventories and ordering supplies;
  • Maintaining accurate, organized, up-to-date files;  
  • Maintaining an orderly system for scheduling of design and printing jobs, proofreading, assuring timely completion of projects;
  • Maintaining an organized database of UC photos and news clips and providing them to University personnel and divisions as requested;
  • Recording news media for stories about UC, either personally or through supervising work-study students;
  • Gathering and sending news items about students to their respective hometown newspapers, including, for example, academic awards,  receipt of named scholarships, membership on athletic teams, and outstanding individual performance in athletic or other contests; 
  • Working alone or with students or other staff members to prepare mailings to alumni and supporters;
  • Other duties as assigned.

PREFERRED QUALIFICATIONS

  • Experience in administrative support or office management
  • Knowledge of billing, invoicing, and reconciliation procedures
  • Customer Service and Communication experience
  • Attention to detail, good organizational skills, and the ability to multi-task in a busy front office environment
  • Self-starter and the ability to work well both in a team environment and alone 
  • Friendly, out-going and welcoming personality
  • College degree preferred

WORKING CONDITIONS

  • General office environment, Business/ Business Casual dress policy
  • Office hours 8:30-5:00 Monday through Friday (37.5 hours per week) with occasional evenings and weekends as needed

Submit cover letter, CV and contact information for three references to: 

Carrie Stollings
Public Relations Specialist
University of Charleston
carriestollings@ucwv.edu 

The University of Charleston is an Equal Opportunity Employer.