Job Summary
Western Carolina Medical Society seeks an Office Coordinator/Assistant to support the executive director and serve as the primary administrative liaison to the Society’s outsourced accounting and payroll providers.
This position is responsible for document management, invoice processing, record retention, vendor communication, scheduling, office administration, meeting support, and ensuring that financial information is organized and transmitted accurately and timely.
Key Responsibilities
Office Coordinator Duties to include:
- Answer phones, take messages, and direct calls appropriately.
- Greet visitors.
- Sort, distribute, and file incoming mail and packages.
- Draft, proofread, copy, and send routine correspondence as requested.
- Order office supplies and manage inventory.
- Schedule appointments for the executive director as directed and make arrangements for meetings (including ordering food and managing its delivery, copying as requested)
Finance Duties include:
- Assist with data entry of payable invoices and customer payments.
- Prepare bank deposits and related supporting documentation.
- Maintain organizational financial documents in both physical and digital files.
- Assist with payroll documentation administration, including working with third party payroll firms to provide timesheets and expense claims.
- Assist with the collection, organization, and transmission of financial information.
- Assist with preparing expense reimbursement documentation and supporting records.
- Monitor incoming mail, email, and vendor correspondence to ensure invoices and financial documents are properly routed.
- Maintain a centralized filing system for vendor contracts, invoices, payment records, and correspondence.
- Support compliance with company policies and financial regulations.
Other duties as assigned by the executive director.
Qualifications & Skills
Education: High school diploma or equivalent; AA-degree from an accredited community college or higher with accounting or business-related coursework preferred.
Experience: 1–3 years in office administration and/or finance assistance.
Skills: Strong organizational and time-management skills; attention to detail; proficiency in Microsoft Office (especially Excel); proficient with Microsoft 365 applications, including Outlook, Teams, SharePoint, and OneDrive. Comfortable working in a paperless environment and using document-sharing platforms.
Soft Skills: Excellent communication, problem-solving, and customer service abilities. A high level of confidentiality and professional demeanor are required, as is empathy for our patient-clients. Ability to work independently, manage competing priorities, and proactively identify administrative and operational needs.
Work Environment
This role will require up to 3 days in office weekly to be coordinated with the executive director and will be based in our Asheville, NC, office, and may require occasional travel for local meetings. This is a 24-hour per week position. The incumbent must live in the geographic service area that Western Carolina Medical Society serves. The hiree will work with all staff but most closely with the executive director.
Benefits
Competitive salary, $25-$30/hour, depending upon experience and qualifications – We are a certified fair wage employer in Buncombe County, North Carolina. Part-time employees may earn paid time off and holidays. Professional development opportunities are available.
Interested? What’s Next?
Please submit a cover letter and resume to the Western Carolina Medical Society executive director at admin@mywcms.org
Candidates who receive interviews will be required to submit the names of three professional references. Final candidates must agree to a background check.
