Administrative Specialist

3 weeks ago

Morgantown, United States WVU Medicine Full time
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.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four (4) years of high level Administrative Experience OR Associate's Degree AND Two (2) years of high level Executive Office Experience OR Bachelor's Degree.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Work experience in a healthcare and medical environment.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Provides general administrative support functions to assigned Executive(s)

2. Responsible for program coordination for various Ambulatory Operations projects driven by AVP.

3. 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

4. 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

5. Assists with projects specific to assigned Executive's area of responsibility.

6. Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested

7. 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, high-ranking military officials, and MD/PhD level consultants

8. Regularly engages in a variety of contacts with external and internal publics in order to obtain or exchange information, arrange meetings and so forth, often dealing with individuals who are influential or important to the Hospital. Requires a high degree of poise and tact in such contacts.

9. Assists in travel arrangements and reimbursement paperwork.

10. Assists the Program Coordinator, Academic Affairs Manager, Administrative Directors, and Assistant Vice President as needed.

11. Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.

12. Monitors and orders dietary supplies as needed for individual meetings, reception, etc. Appropriately reviews and routes invoices for payment.

13. Provides administrative support for other administrative units and functions and willingly helps as needed in the department.

14. Responsible for the updating and monitoring of the department website.

15. Coordinates division events and conferences.

16. Processes patient dismissals at request of provider/department for Administration approval, mail and track USPS certified letter to patient, place provider/department block in EPIC, communicate documentation to HIM. Requires a high degree of privacy/discretion.

17. Compiles accurate statistical, financial or unit activity data for department as assigned. Performs calculations, formulates in final report form; as monitored by report review.

18. Serves as primary and/or backup coder & approver in WebNow invoicing system for multiple cost centers.

19. Coordinates and facilitates New Employee Orientation for the Ambulatory division.

20. Manages and approves payroll for department leadership and ensures correct entry of timecard.

21. 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.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. High degree of concentration required.

2. Ability to sit for long periods of time.

3. Ability to lift, push or pull 10-15 pounds.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Standard office environment.

SKILLS AND ABILITIES:

1. Maintains a high level of confidentiality at all times.

2. Ability to work independently and exercise good judgment with exemplary attention to detail.

3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives

4. Strong oral presentation and critical thinking skills required.

5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the Executive

6. Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.

7. Strong Calendar Management Skills.

Additional Job Description:

Scheduled Weekly Hours:
40

Shift:

Exempt/Non-Exempt:
United States of America (Non-Exempt)

Company:
WVUH West Virginia University Hospitals

Cost Center:
8066 UHA Medicine Hospitalist Service

Address:
1 Medical Center Drive

Morgantown

West Virginia

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