Administrative Assistant

WVU Medicine

27d

About The Position

The Administrative Assistant performs a wide range of administrative duties and coordinates complex office procedures in support of department operations and leadership. The role supports departmental communications, financial and purchasing processes, policy updates, employee information, office supplies, meeting and calendar coordination, payroll and leave reporting, and travel arrangements. The position is based in a standard office environment and is scheduled for 40 hours per week on the day shift.

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 of time.

Responsibilities

• Assist in coordinating preparation of department correspondence to support ongoing communications and efficient operations, ensuring work is accurate, neat, and timely.
• Reconcile monthly budgets with analysis reports and responsibility statements; update cost center budget tallies; submit 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 and procedures annually and maintain departmental information for each area.
• Provide employees with support regarding forms and information updates.
• Screen and refer incoming phone calls and department visitors to support timely communications and present the unit positively.
• Prepare, maintain, and process appropriate office supply inventory levels.
• Maintain conference room schedules and arrange staff and committee meetings, conference calls, and Webex needs; notify participants of times and locations; prepare agendas and minutes as needed; and prepare or maintain calendars and appointment schedules.
• 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