Administrative Specialist - Pediatrics

WVU Medicine•Aurora, CO

About The Position

Performs a wide range of skilled administrative duties and coordinates office procedures in support of assigned division leadership and/or faculty. Specializes in calendar and time management for department leaders and provides clerical support to other administrative units and functions. Researches, analyzes, and evaluates data and makes recommendations on specialized projects. The position provides administrative and program coordination support, including leadership scheduling, meeting preparation, communications, travel arrangements, inventory, events, conferences, and new employee orientation. It may also manage and approve departmental payroll and time entry and serve as a mentor to new and junior administrative staff.

Requirements

High school diploma or equivalent and four years of administrative experience; or an associate’s degree and two years of administrative experience; or a bachelor’s degree.
Maintains confidentiality.
Excellent written and verbal communication skills.
Demonstrated proficiency with Microsoft Office, including 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 to assigned leadership.
Coordinates programs and projects as directed and assists with projects specific to leadership’s area of responsibility.
Independently coordinates and schedules leadership calendars, standing meetings, and meeting requests.
Screens and refers incoming phone calls and visitors to facilitate accurate and timely communication and maintain a positive administrative office presence.
Determines meeting priorities, schedules meetings, collects agenda items, prepares agendas, and composes minutes as requested.
Coordinates with high-level external executives and officials, including company CEOs, government officials, and MD/PhD-level consultants.
Assists with travel arrangements and reimbursement paperwork.
Maintains office inventory at appropriate levels.
Provides administrative support to other units and functions within the department as needed.
Coordinates division events and conferences.
Coordinates administrative support for the department’s New Employee Orientation.
May manage and approve departmental payroll and time entry; act as the primary liaison for time-off documentation, including PTO, CME, and sick time; and ensure compliance with company policies.
Opens and reviews incoming mail, determines its nature, routes and prioritizes correspondence, responds independently when appropriate, and coordinates outgoing mail.
Mentors new and junior administrative staff, including in orientation and onboarding, and may provide input on recruitment.