Administrative Specialist

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full.  Below, you’ll find other important information about this position. 

Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division leadership and/or faculty. Specializes in calendar and time management work supporting the department leaders. Provides clerical support also for other administrative units and functions. Serves as mentor to junior administrative team members and peers. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

Additional Job Description:

Minimum Qualifications

1. High School Diploma or Equivalent AND Four (4) years of high level Administrative Experience

OR Associate’s Degree  AND Two (2) years of high level Executive Office Experience

OR Bachelor’s Degree.

Experience

1. Experience working in a healthcare environment.

CORE DUTIES AND RESPONSIBILITIES: 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.

1. Provides general administrative support functions to assigned division faculty and/or leadership.

2. Responsible for program coordination for various projects as directed by those supported or manager.

3.  Works independently to assist in the coordination/scheduling for the faculty and/or division leadership including schedule of standing meetings and responding to meeting coordination requests.

4. Screens and refers all incoming phone calls and visitors to ensure that accurate and timely communications are facilitated and that Administrative office is presented in a positive manner.

5. Assists with projects specific to assigned faculty/leadership’s area of responsibility.

6. Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested.

7. Coordinates with high level external executives and officials who develop and maintain integral relationships with WVU Medicine and its executive team.  This can include company CEOs, government officials, and MD/PhD level consultants.

8. Assists in travel arrangements and reimbursement paperwork. 

9. Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.

10. Provides administrative support for other administrative units and functions and willingly helps as needed in the department.

11. Coordinates division events and conferences.

12. Coordinates and facilitates New Employee Orientation for department.

13. May manage and approve payroll and ensure correct time entry on behalf of department leadership.

14.  Opens and reviews incoming mail, determines nature of correspondence and routes to appropriate person as soon as possible after receipt of mail; prioritizes mail, and takes action as indicated; independently responds to correspondence; and coordinates all outgoing mail.

15.  Serves as mentor to new and junior staff within administrative department, with roles in orientation, onboarding, and may be asked for opinions on recruitment.

16. Liaises Accounts Payable (AP), Travel and Business, and other business offices to ensure appropriate and timely payment, credit card reconciliation, and inventory of administrative offices and team of those supported.

PHYSICAL REQUIREMENTS: 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.

1. High degree of concentration required.

2. Ability to sit for long periods of time.

3. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: 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.

1. Standard office environment

SKILLS AND ABILITIES

1. Maintains a high level of confidentiality at all times.

2. Ability to work independently and exercise good judgment with exemplary attention to detail.

3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives

4. Strong oral presentation and critical thinking skills required.

5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the Executive

6. Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.

7. Strong Calendar Management Skills.

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

8066 UHA Medicine Hospitalist Service

Address:

1 Medical Center Drive

Morgantown

West Virginia

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.