Administrative Assistant - Department of Pediatrics/Genetics

West Virginia University•West Virginia, WV

2d•Onsite

About The Position

Performs a wide range of administrative duties and coordinates a variety of complex office procedures in support of the department(s) and leadership.

Bachelor's degree
A minimum of one (1) year of administrative support experience.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Excellent oral and written communication skills.
Excellent customer service and telephone etiquette.
Must have reading and comprehension ability.

Assist the Clinical Nurse Coordinator with virtual fax management and scheduling of all incoming referrals.
Coordinate patient appointments and genetic services related to testing, consultations, and follow-up care.
Provide administrative support to the Genetics team, including scheduling and organization of patient appointments.
Prepare and coordinate departmental correspondence to support ongoing communication and efficient departmental operations.
Maintain the monthly Pediatric Genetics/Ruby Genetics on-call schedule within the SPOK on-call system.
Monitor and respond to patient and referring provider voicemail messages, including rescheduling appointments and providing referral status updates.
Serve as the WVU State Payroll representative for the department, coordinating payroll and leave reporting to ensure accurate and timely processing.
Maintain appropriate office supply inventory levels and process supply orders as needed.
Coordinate provider travel arrangements for conferences, outreach clinics, and other business-related activities.
Reconcile division procurement card transactions through WVU MyExpenses.
Process travel reimbursements for providers attending outreach clinics, conferences, and other approved travel activities.
Prepare agendas, record meeting minutes, and distribute related documentation for divisional meetings.