Senior Administrative Assistant

WVU Medicine; Morgantown (WV); On-site; USD 32,000 - 45,000; Full time

Job summary

WVUH West Virginia University Hospitals seeks an organized administrative assistant to provide clerical support, manage calendars, and act as the primary contact for patients. The role requires strong Microsoft Office skills and confidentiality in all interactions.

Responsibilities include coordinating meetings, handling notes and communications, and assisting with specialty projects while ensuring accuracy and timely information to staff and patients within a non-exempt, 40-hour work week.

Qualifications

• High School Diploma or equivalent required.
• Clerical work experience preferred.
• Medical terminology knowledge preferred.

Responsibilities

• Schedules appointments and coordinates calendars for the assigned manager or executive.
• Provides clerical/secretarial support to the manager and staff.
• Serves as initial administrative contact for patients and families regarding follow-up or complaints.
• Maintains address books, contacts, and vendor lists.
• Answers phones and relays messages via email, fax, or voicemail.
• Prepares spreadsheets and presentations using Microsoft Office.
• Maintains timecards in Kronos and assists with scheduling.
• Completes supply orders and tracks backorders.

Job description

Coordinates and performs administrative functions of the Department. Coordinates and performs assigned special projects.

Minimum Qualifications

Education, Certification, and/ or Licensure:

• High School Diploma or equivalent

Preferred Qualifications

• Experience in clerical work
• Previous office experience
• Medical terminology knowledge

CORE DUTIES AND RESPONSIBILITIES

• Schedules appointments and meetings for assigned manager, director or executive. Maintains calendar for assigned manager, director, executive or other support department staff.
• Provides clerical/secretarial support to manager/director/or executive and staff as assigned.
• Acts as the initial administrative contact with patients and families regarding follow-up for customer service or patient care complaints. Listens empathetically and documents information in a clear, concise and detailed manner. Relays information to appropriate hospital staff for review.
• Maintains data base listings (addresses, internal and external contacts, vendor lists etc.)
• Answers telephone, receives and delivers messages via electronic e-mail, fax, phone or fax.
• Coordinates and sets-up activities for meetings and special functions. May include but not limited to; internal and external management meetings, luncheons, team outings and other functions as requested.
• Maintains vendor contact. Reviews invoices to determine accuracy and coordinates payment with accounting department.
• Welcomes and provides assistance to special visitors.
• Prepares spreadsheets and presentations as requested. Effectively uses Microsoft and other computer applications, (power point, word, excel).
• Effectively uses all means of electronic (e-mail, voice mail, paging, phone, and paper memo’s) to relay information to internal and external staff.
• Records, transcribes and distributes unit based meeting minutes.
• Completes supply ordering accurately and in a timely manner, following up on backorders as needed.
• Shares reliable, accurate, concise, relevant information in a timely manner to staff and co-workers.
• Demonstrates appropriate use of electronic distribution lists.
• Practices active and receptive listening skills to ensure productive results.
• Routinely completes mail runs – distributing mail to appropriate areas.
• Assists with special projects or assignments.
• Maintains confidentiality in all interactions.
• Maintains accuracy in Kronos. Reviews assignments and reconciles timecards. Follows up with staff as appropriate to resolve discrepancies. Provides resource support for Kronos to other staff.
• Constructs staff schedules for assigned units. Prepares schedules by established deadlines. Provides assistance to scheduling coordinator.
• Follows hospital, state and federal guidelines for ensuring safe environment for workers, patients and public. Ensures compliance by staff to hospital, governmental and insurance regulations.
• Communicates and interacts with clients, families, visitors, physicians, departmental and hospital staff and the public in general in a manner that demonstrates professionalism and concern for the individuals' need(s).
• Remains current and responsive to changes in healthcare delivery, standards established by professional organizations, regulatory and accrediting bodies and the needs of the organization.
• Participates in the processes to assess and improve the services provided and compliance with regulatory requirements. Reports results assessment and improvement processes to the appropriate administrative levels.
• Willingly accepts assignments within scope of practice, skill set and level of competence.

PHYSICAL REQUIREMENTS

• Must meet Department of Labor’s MEDIUM duty standard (MEDIUM WORK- exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly)

WORKING ENVIRONMENT

• May be scheduled to work various shifts based on departmental needs.
• May be required to travel between facilities/buildings.

Skills And Abilities

• Able to use a computer keyboard, monitor and mouse.
• Able to answer telephones and transcribe messages.
• Able to bend, stoop, reach and be capable of normal rotation, standing and walking for an 8-10 hour shift.
• Able to lift 40 pounds from floor to waist.
• Good customer service skills and teamwork attitude
• Knowledge of medical terminology and the computer.

Additional Job Description

• Scheduled Weekly Hours: 40
• Exempt/Non-Exempt: United States of America (Non-Exempt)
• Shift: United States of America (Non-Exempt)
• Company: WVUH West Virginia University Hospitals
• Cost Center: 450 WVUH Cheat Lake Clinic
• Address: 608 Cheat Road, Morgantown, 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.