Admin Assistance Critical Care Services

WVU Medicine • Burbank, CA

11d • Onsite

About The Position

Performs a wide range of administrative duties and coordinates complex office procedures in support of the department and its leadership. The position supports departmental communications and operations, budget and purchasing processes, policy updates, employee information, office inventory, meeting and calendar coordination, payroll and leave reporting, and travel arrangements.

The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m., with flexibility needed to support multiple departments. The role is based in a standard office environment.

Requirements

• High school diploma or equivalent.
• Two years of additional training or related experience, or one year of secretarial training may substitute for experience.
• Ability to type at least 35 words per minute.
• Understanding of Microsoft Office products, Excel, and other systems.
• Ability to lift, push, or pull 10–15 pounds.
• Ability to sit for long periods.

Responsibilities

• Assist in coordinating preparation of department correspondence to support ongoing communications and efficient departmental operations, ensuring work is accurate, neat, and timely.
• Reconcile monthly budgets with analysis reports and responsibility statements; update cost center budget tallies; send invoices and expense forms to Accounts Payable; complete purchase orders and requisitions; obtain capital budget quotes; and submit credit card statements to Accounting.
• Update Policies & Procedures annually and maintain departmental information for each area.
• Provide employees with forms and information updates.
• Screen and refer incoming phone calls and department visitors to support accurate and timely communications and present the unit positively.
• Prepare, maintain, and process appropriate office supply inventory levels.
• Maintain conference room schedules; schedule staff and committee meetings, conference calls, and Webex needs; notify participants of meeting times and locations; prepare agendas and minutes as needed; and prepare monthly calendars or maintain appointment calendars.
• Serve as the department's payroll representative and coordinate staff payroll and leave reports for accurate, timely processing.
• Schedule travel arrangements.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED