Administrative Specialist

WVU Medicine

107d

About The Position

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you’ll find other important information about this position. Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division staff. Specializes in calendar and time management work supporting the Assistant Vice President, ambulatory operations and ambulatory directors. 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 high level Administrative Experience
• Associate’s Degree AND Two (2) years of high level Executive Office Experience
• Bachelor’s Degree

Nice To Haves

• Work experience in a healthcare and medical environment

Responsibilities

• Provides general administrative support functions to assigned Executive(s)
• Responsible for program coordination for various Ambulatory Operations projects driven by AVP
• Works independently to assist in the coordination/scheduling for the Executive(s) including schedule of standing meetings and responding to requests for the meeting as requested
• 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 Executive’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
• Regularly engages in a variety of contacts with external and internal publics in order to obtain or exchange information, arrange meetings and so forth
• Assists in travel arrangements and reimbursement paperwork
• Assists the Program Coordinator, Academic Affairs Manager, Administrative Directors, and Assistant Vice President as needed
• Maintains proper levels of office inventories to allow staff to complete assigned responsibilities
• Monitors and orders dietary supplies as needed for individual meetings, reception, etc.
• Provides administrative support for other administrative units and functions and willingly helps as needed in the department
• Responsible for the updating and monitoring of the department website
• Coordinates division events and conferences
• Processes patient dismissals at request of provider/department for Administration approval
• Compiles accurate statistical, financial or unit activity data for department as assigned
• Serves as primary and/or backup coder & approver in WebNow invoicing system for multiple cost centers
• Coordinates and facilitates New Employee Orientation for the Ambulatory division
• Manages and approves payroll for department leadership and ensures correct entry of timecard
• Opens and reviews incoming mail, determines nature of correspondence and routes to appropriate person as soon as possible after receipt of mail

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees