Administrative Secretary

Office of Shared Administration•Kanawha, WV

11h•Onsite

About The Position

The Administrative Assistant provides high-level administrative, operational, and clerical support directly to the Director and senior leadership of the WV Rural Health Transformation Program (RHTP). This role serves as a key operational anchor for a program focused on transforming rural healthcare throughout West Virginia. The successful candidate independently manages routine administrative tasks, safeguards confidential matters with integrity, and exercises sound judgment in daily office operations. Responsibilities include managing complex calendars, drafting program communications, coordinating schedules, and representing program leadership professionally in meetings and stakeholder interactions. This is an on-site, full-time, exempt, at-will, term-limited appointment in Charleston, West Virginia, for up to four years. Continued employment is contingent upon the award and continued availability of federal funding through RHTP; employment beyond the project period is not guaranteed. Compensation is commensurate with qualifications.

Requirements

High school diploma or equivalent.
Three to five years of experience in increasingly responsible administrative or executive support roles, including work requiring independent judgment in a professional setting.
High proficiency with word processing, spreadsheet, and calendar software, such as Google Workspace.
Familiarity with virtual meeting platforms such as Zoom and Teams, and basic office equipment.

Nice To Haves

An associate’s or bachelor’s degree is preferred and may substitute for a portion of the required experience.

Responsibilities

Serve as a primary contact for internal and external communications on behalf of the Director and program, prioritizing and handling calls, correspondence, and information requests.
Draft, format, and review correspondence, memos, and reports; sign routine documents on behalf of the supervisor when authorized and delegated.
Maintain complex calendars, schedule appointments, coordinate meeting logistics, and manage travel arrangements.
Attend meetings in the supervisor’s absence or at their direction, take comprehensive notes, and report key actions, decisions, and deadlines.
Prepare, organize, and distribute materials for presentations, reports, and strategic program meetings.
Organize and maintain confidential records, program files, and sensitive documents in accordance with program standards.
Track program priorities, milestones, and deadlines.
Perform office management functions, including tracking supplies, coordinating internal communications, and optimizing office workflow.