(Hybrid) Administrative Assistant - Department of Medicine

West Virginia University•West Virginia, WV

2d•Hybrid

About The Position

The Department of Medicine at West Virginia University is currently accepting applications for a (Hybrid) Administrative Assistant. This role coordinates program purchasing activities, invoice processing, credit card reconciliations, and payroll processing. It provides administrative support services to the WVU Positive Health Clinic, including typing, editing, and composing reports, meeting minutes, and correspondence, some of which may require confidentiality. Additional administrative support may include answering telephones, scheduling meetings, and maintaining calendars.

Requirements

Bachelor's degree required.
A minimum of one (1) year of office administration or related administrative support experience is required.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Must be able to maintain confidentiality of all information while performing tasks.
Excellent oral and written communication skills.
Excellent organizational skills.

Nice To Haves

Basic computer knowledge and ability to operate standard office software preferred.
Basic mathematical skills.
Prior experience with Microsoft Office Suite software applications, including, but not limited to, Word, Excel, Access, Power Point and Outlook.
Knowledge of medical terminology.
Previous experience with payroll.

Responsibilities

Coordinates credit card reconciliation process for program staff and processes all necessary forms pertaining to travel (e.g. Hotel Receipts, Per-diem, Mileage Reimbursement, Rental Car Receipts, Airfare, and other documents presented). Reviews reports for completeness, accuracy and appropriateness prior to submitting.
Reviews and approves office order requests. Orders, purchases, receives, and documents receipt of supplies while maintaining adequate program inventory.
Performs office management duties including payment of rent and utilities, cell phones and iPads for staff for telemedicine.
Responsible for receiving, sorting, tracking, and distributing all incoming and outgoing correspondence and packages efficiently.
Creates letters, memos, PowerPoint slides, meeting packets, etc. in support of all program activities.
Acts as liaison with Information Technology to troubleshoot computer, share drives, fax, telephone, copier, and telemedicine needs.
Organizes meetings by coordinating attendance, preparing memos, agendas, and meeting minutes, securing location, etc., and coordinating travel as needed. (e.g. Webex, Zoom, Weekly Meetings, Consumer Advisory Board Meetings, HRSA Site Visits / Reviews, retreats, and conferences).
Communicates with patients, family members and physicians as needed or requested.
Prepares patient mail outs as needed or requested.
Prepares new patient intake folders.
Forwards all lab reports, prescription refills and other patient information to appropriate personnel in clinic.
Assists program staff with preparation of information, articles, reports, pictures, etc. for posting to web site.
Assists with Food Pantry operations/receiving.
Provides logistical support with community education/testing events.
May be required to drive to purchase Emergency Financial Assistance Cards, Transportation Cards or to Community Events.
Other duties as assigned.