Administrative Secretary
Wake Forest University Health Sciences - Winston-Salem, NC

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Major Duties


Full-time Regular, 40 Hours/Week

Administrative Secretary

Job Summary: Perform a variety of administrative tasks requiring the exercise of initiative, judgment and confidentiality. Support the Assistant Vice President for Institutional & External Relations (AVP) and others.

Education / Experience: High School diploma or recognized equivalent with two years of college or secretarial school. Four years of secretarial experience. Equivalent combination of education and experience will be considered.

Reports To: Assistant Vice President

Licensure, Certification and / or Registration: n/a

Essential Functions:
Provide administrative support to AVP and four other development professionals. Anticipate needs of the AVP and others in preparing for meetings and discussions. Manage the calendar, make travel arrangements, process travel authorizations and expense reports. Facilitate meeting planning, take and transcribe meeting minutes, edit correspondence and reports as needed. Independently compose correspondence for AVP and others. Provide oversight and organization of material preparation for meetings. Track follow-up from meetings. Coordinate distribution of selected publications to Medical Center recipients.

Serve as liaison with donors, prospects, board members, Medical Center leadership, faculty and administration to assist in coordination of cultivation activities and to interpret or provide information. Maintain impeccable customer service with all interactions.

Prepare documents for proposal submission: proofread proposals, edit and format as needed. Gather back-up documentation such as financial reports and tax-exempt documents, obtain requisite signatures. Utilize administrative contacts with medical center staff to expedite proposal routing. Compose corporate and foundation acknowledgement letters (based on template). Maintain filing system. For cultivation luncheons, select caterers, send invitations, compose confirmation letters, track RSVPs. Book meeting or conference space and make sure all details are complete. Enter summaries of call reports for visits and telephone calls into database; enter next steps. Contact prospects to establish visits or complete follow-up activities.

Conduct preliminary research through use of development database. Run automated prospect reports as needed, e.g., next steps. Serve as back-up office receptionist. Order supplies, prepare mail merges, scan and email documents, transcribe dictation. Maintain confidentiality in communications.

Perform other related duties incidental to the work described herein.

Skills and Qualifications:
Experience writing and editing documents. Proficient computer and typing skills. Mastery of the Office Suite of software programs including at a minimum Word, Excel and PowerPoint. Ability to take and accurately transcribe dictation. High attention to detail. Excellent proofreading skills. Strong ability to quickly identify and correct inconsistencies in style and formatting.

Generic Job Description

Facilitates departmental work by providing specialized administrative support to the director(s). Maintains cooperative working relationships and an open line of communication with other departments and members of the Medical Center. Resolves problems to improve customer service. Assists with the organization of the director's time and maintains accurate schedules. Additional responsibilities include, compiling information, creating spreadsheets, drafting communications and preparing written documents using Microsoft Word, Excel and other programs.

High School diploma or recognized equivalent with two years of college or secretarial school

Four years of secretarial experience

Equivalent combination of education and experience will be considered

Department Director(s)


1. Provides specialized administrative support to the department director(s).

2. Compiles information and prepares written materials to ensure a quality document.

3. Assists with financial duties such as tracking accounts, producing financial reports, and providing budget preparation support.

4. Schedules and arranges activities to ensure availability and makes complex travel arrangements when necessary.

5. Organizes work activities to ensure completion on time.

6. Resolves problems to improve customer service.

7. Creates and maintains accurate files.

8. Facilitates departmental communication

9. Assists with departmental processes and programs by following established work procedures.

10. May assist with directing the work of other departmental office support staff.

11. Promotes a professional image of Wake Forest Baptist Medical Center and the department.

12. Performs other related duties as assigned.

Proficient use of Microsoft Office and PeopleSoft

Excellent verbal and written communication skills

Strong organizational skills with attention to detail

Able to work well with numbers and statistics

Strong customer service skills

Clean, well-lit office environment

May be subject to interruptions.

How To Apply

To apply for this position, please click on the "Apply Now" button on this page. You must complete the application process and then submit your application by clicking on the "Submit" button located at the bottom of the page titled "Submit Online Application". You will receive the following message once you hit the submit button: "You have successfully submitted your job application".

Computers are available for applying within the lobby of the Human Resources Department located at 1920 West First Street, (on the corner of Miller and First Street) Winston-Salem, North Carolina 27104. You may also call our office for assistance at (336) 716-0175. Office hours are Monday-Friday, 8:00am-5:00pm.

If you are an individual with a disability and need reasonable accommodation to participate in the application process, please contact our Supervisor of Office Services by phone (336) 716-3367 or email at

Equal Employment Opportunity

It is the policy of Wake Forest University Health Sciences to administer all educational and employment activities without discrimination because of race, sex, age, religion, national origin, disability, sexual orientation or veteran status (except where sex is a bona fide occupational qualification or a statutory requirement) in accordance with all local, state, national laws, executive orders, regulations, and guidelines.

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