Administration Specialist

WVU Medicine; United States; On-site; USD 40,000 - 56,000; Full time

Job summary

UHC United Hospital Center in Bridgeport, West Virginia, seeks an Administrative Specialist to support division leadership and faculty with calendar/time management, clerical duties, and project coordination.

The role requires a High School Diploma with four years of administrative experience or an Associate’s with two years (Bachelor’s preferred). Healthcare administrative experience is a plus. 40-hour day shift; non-exempt position within WVU Medicine network.

Qualifications

• High School Diploma or equivalent with four years of administrative experience.
• An Associate’s Degree with two years of administrative experience.
• Bachelor’s Degree in any field.
• Experience in healthcare administrative environment preferred.

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.
• Screens and refers all incoming phone calls and visitors for timely communications.
• Assists with projects specific to assigned leadership’s area of responsibility.
• Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and minutes.
• Coordinates with high level external executives and officials and maintains relationships.
• Assists in travel arrangements and reimbursement paperwork.
• Maintains proper levels of office inventories.
• Provides administrative support for other units and coordinates New Employee Orientation.
• May manage payroll/time entry and act as liaison for time-off documentation.

Skills

Calendar management

Time management

Communication skills

Confidentiality

Independent judgment

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office

Job description

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.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. 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.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Administrative experience in a healthcare 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 leadership.

2. Responsible for program coordination for various projects as directed.

3. Works independently to assist in the coordination/scheduling for leadership, including schedule of standing meetings and responding to meeting coordination requests.

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 leadership’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, government officials, and MD/PhD level consultants.

8. Assists in travel arrangements and reimbursement paperwork.

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

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

11. Coordinates division events and conferences.

12. Provides administrative support in coordinating New Employee Orientation for department.

13. 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.

14. 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.

15. Serves as mentor to new and junior staff within administrative department, with roles in orientation, onboarding, and may be asked for opinions on recruitment.

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. Ability to sit for extended periods of time.

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. Excellent written and verbal communication skills.

3. Demonstrated proficiency in Microsoft Office software. (including but not limited to, Word, Outlook, Excel, and PowerPoint)

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

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

UHC United Hospital Center

Cost Center:

500 UHC Administration

Address:

327 Medical Park Drive

Bridgeport

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.