Administrative Coordinator

Additional Job Description:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

High School Diploma or Equivalent AND six years of high-level administrative experience
OR Associate’s Degree AND four years of high-level administrative experience
OR Bachelor’s Degree AND two years of high-level administrative experience.

Notary Public for the State of West Virginia.

EXPERIENCE:

Prior experience working independently with minimal supervision. Proven ability to make independent decisions using discretion and judgment with respect to matters of important significance.

EXPERIENCE:

Administrative experience in hospital operations.

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

Provide exceptional comprehensive support to the President and Administration Leadership including: scheduling of meetings, preparing and processing all correspondence, answering and screening calls, and maintaining all files.

Serves as first point of contact for the President with national professional organization activities.

Coordinate complex travel arrangements as needed and arrange for special travel requirements.

Assists the President with national, state and local governmental affair matters, including document preparation, meeting coordination and problem solving. Promotes and maintains effective communication both written and orally with and between local, state and national government officials.

Assists the President with the composition and content of regular updates to all Hospital employees.

Plans, organizes, and facilitates special events including retreats, seminars, award ceremonies, workshops and conferences. Participates as appropriate. Solicits and engages volunteers and planning committees for special programs and projects as necessary.

Coordinates the Policy Committee for the Hospital. Works with hospital departments to maintain and develop policies and procedures, obtain appropriate signatures and publish to appropriate sources.

Payroll timekeeper for Hospital Administration.

Provides high level administrative support, organization, time management, and task management.

Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, presentations and reports.

Participates in/on a variety of meetings, committees, task forces, and/or related groups.

Collects agenda items, prepares agenda and composes minutes as requested. Collects information and creates reports from established data and/or departments.

Responsible for oversight and meeting request approvals for conference rooms.

Maintains the confidentiality of patient and Hospital information.

Maintains work schedules for Administrative secretarial staff to ensure adequate secretarial coverage in the Administrative Suite while keeping within budgetary restraints as closely as possible.

Works with managers and Associates to develop/attain quarterly objectives/product teams.

Acts as Administrator of a web-based electronic board system. Maintains all board and committee information electronically. Trains and assists board members with electronic system as necessary.

Coordinate administrative services for the Administrative Suite, including staffing coverage and assignments.

The incumbent will have administrative responsibility and oversight of the day-to-day operations of the President of the Hospital and provide administrative support to the Board of Directors (as directed by the President of the Hospital), and for other executive members of the hospital management staff. Is responsible for coordination of office and secretarial services within the Administrative Suite and is responsible for assignment of projects to Administrative secretarial staff. Will independently perform a wide range of administrative duties, support, and completion of special projects. Will be trusted with matters of important significance for the hospital. Provides Notary Public services for hospital business as requested.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Ability to sit for long periods of time.

Ability to lift, push or pull 10–15 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Standard office environment.

Possible exposure to body fluids, contagious diseases, etc., while carrying out hospital business such as notary services on patient units.

Strong computer skills, including proficiency in Microsoft Office.

Must demonstrate excellent interpersonal and communication skills. Strong organizational skills.

Ability to problem-solve and make appropriate decisions.

Must have ability to perform concentrated and complex mental activities with frequent involvement in complex and highly confidential situations.

Must have the ability to work successfully under high stress conditions and must possess the capability of adapting to varying workloads and work assignments on a constant basis.

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.