Job Summary

Under the supervision of the Assistant Director, Student Affairs, the WCUCOM Administrative Assistant is responsible for supporting the functions of the student services team.

Duties and Responsibilities

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

• Assist WCUCOM and WCU in achieving its mission;
• Manage the front desk at the Fail-Asbury Building by admitting visitors and directing them to their destination;
• Handle incoming calls to the Office of Student Affairs and direct them appropriately;
• Maintain schedule for the Associate Dean, Student Affairs;
• Communicate with prospective students, current students and visitors by phone, email and mail for all things related to the admissions process and the Office of Student Affairs;
• Assist the Assistant Director of Student Affairs, Admissions Coordinator, Recruiter and Records Specialist, and the Associate Dean, Student Affairs in records management related to the admissions, and the matriculation and graduation process;
• Assist with the admissions process to include downloading of applications, recording and filing of applications, mailing letters and notices and processing and sending secondary applications;
• Assist with interview activities including but not limited to COM tours and interview scheduling
• Assist students with the contact information needed for student physical and mental health resources;
• Coordinate preparation of orientation/registration materials for prospective students and new students;
• Assist in the recording and filing of registration materials;
• Assist in the administration, security, confidentiality and retention of office files;
• Coordinate the digitization process and digital record training of WCUCOM Student Affairs office;
• Collect and distribute mail for WCUCOM;
• Order office supplies and maintain office equipment for the office of Student Affairs and other facilities within the Fail-Asbury Building;
• Schedule use of facilities within the Fail-Asbury Building;
• Act as liaison with the WCUCOM Director of Operations in maintaining facilities within the Fail-Asbury Building;
• Work with student workers, when appropriate, to complete office work;

• Participate in and conduct staff development sessions when appropriate; and
• Other duties as assigned

Physical Demands

• Must have vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone.
• Must have the ability to sit for extended periods of time.
• Must have the ability to lift and carry files, paper boxes, and minor office equipment.
• Must be able to drive and travel in state

Required Application Documents

• Vitae or Resume
• Cover Letter

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 organizational skills and the ability to aid in digitizing previous files
• 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
• Must have the ability to learn WCU’s student database software

Preferred Qualifications

• Experience in academic medicine in the area of Student Affairs
• Bachelor’s degree or higher in Marketing, Business Administration, Public Health, or Education-related fields