Administrative Specialist -Clinic

WVU Medicine

22h•Onsite

About The Position

Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division leadership and/or faculty. Specializes in calendar and time management work supporting the department leaders. Provides clerical support also for other administrative units and functions. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

Requirements

High School Diploma or Equivalent AND Four (4) years of Administrative Experience OR Associate’s Degree AND Two (2) years of administrative experience OR Bachelor’s Degree.
Maintains a high level of confidentiality at all times.
Excellent written and verbal communication skills.
Demonstrated proficiency in Microsoft Office software. (including but not limited to, Word, Outlook, Excel, and PowerPoint)
Ability to work independently and exercise good judgment with exemplary attention to detail.

Nice To Haves

Administrative experience in a healthcare environment.

Responsibilities

Provides general administrative support functions to assigned leadership.
Responsible for program coordination for various projects as directed.
Works independently to assist in the coordination/scheduling for leadership, including schedule of standing meetings and responding to meeting coordination requests.
Screens and refers all incoming phone calls and visitors to ensure that accurate and timely communications are facilitated and that Administrative office is presented in a positive manner.
Assists with projects specific to assigned leadership’s area of responsibility.
Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested.
Coordinates with high level external executives and officials who develop and maintain integral relationships with WVU Medicine and its executive team. This can include company CEOs, government officials, and MD/PhD level consultants.
Assists in travel arrangements and reimbursement paperwork.
Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.
Provides administrative support for other administrative units and functions and willingly helps as needed in the department.
Coordinates division events and conferences.
Provides administrative support in coordinating New Employee Orientation for department.
May manage and approve departmental payroll and time entry, acting as the primary liaison for time-off documentation (i.e PTO, CME, sick time) and Ensuring compliance with company policies.
Opens and reviews incoming mail, determines nature of correspondence and routes to appropriate person as soon as possible after receipt of mail; prioritizes mail, and takes action as indicated; independently responds to correspondence; and coordinates all outgoing mail.
Serves as mentor to new and junior staff within administrative department, with roles in orientation, onboarding, and may be asked for opinions on recruitment.