Administrative Assistant

WVU Medicine St. Joseph's Hospital; Buckhannon (WV); On-site; USD 21,000 - 30,000; Full time

Job summary

STJ St. Joseph's Hospital in Buckhannon, WV is seeking an administrative assistant to support department leadership and operations. The role involves coordinating correspondence, budgeting tasks, policy updates, and payroll coordination.

Qualifications include a high school diploma and 2 years of related experience or equivalent training. The position is office-based with standard clerical duties and 40 hours weekly.

Qualifications

• High school diploma or equivalent.
• Two years of related experience or one year of secretarial training may substitute.

Responsibilities

• Coordinate department correspondence to support communications and operations.
• Reconcile monthly budget and process invoices, POs, requisitions, and expense forms.
• Update policies and departmental information annually.
• Provide staff with forms and information updates.
• Screen calls and visitors to maintain professional department image.
• Maintain office supply inventory and procurement.
• Schedule and coordinate conferences, meetings, and minutes as needed.
• Serve as Payroll liaison for department staff.

Skills

Typing 35 wpm

Microsoft Office

Microsoft Excel

Education

High school diploma or equivalent

Tools

Microsoft Office

Microsoft Excel

Job description

Performs a wide range of administrative duties and coordinates a variety of complex office procedures in support of the department(s) and leadership.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE

• High school diploma or equivalent.

Experience

• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.

CORE DUTIES AND RESPONSIBILITIES

• Assists in coordinating activities involved in the preparation of department correspondence to facilitate on-going communications and efficient departmental operations in an accurate, neat, and timely manner as assigned.
• Reconciles monthly budget with monthly analysis report and responsibility statements; updates cost center budget tallies; sends invoices to AP for payment; completion of purchase orders and requisitions; securing quotes for capital budget; completion of expense forms and sending to AP; and completing credit card statements and sending to Accounting.
• Updates Policies & Procedures annually, along with all departmental information for each area.
• Provides support to employee with forms and information updates.
• Screens and refers incoming phone calls and department visitors to ensure that accurate and timely department communications is facilitated and that the unit is presented in a positive manner.
• Prepares, maintains and processes proper levels of office supply inventory.
• Maintains the schedule for the conference rooms, scheduling staff and committee meetings, conference calls, webex needs, etc. Notifies all parties of the time and place and prepares agendas and minutes as needed. Prepares monthly calendar and/or maintains appointment calendars, documenting accurate times and contacting appropriate individuals.
• Functions as Payroll representative for the department. Coordinates all payroll and leave reports of department staff to expedite accurate and timely processing.
• Schedules travel arrangements.

PHYSICAL REQUIREMENTS

• Ability to lift, push or pull 10-15 pound.
• Ability to sit for long periods of time.

WORKING ENVIRONMENT

• Standard office environment.

Skills And Abilities

• Ability to type at least 35 wpm.
• Understanding of Microsoft Office Products, Excel, and other systems are need.

Additional Job Description

Scheduled Weekly Hours

40

Shift

Varied (United States of America)

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

STJ St. Joseph's Hospital

Cost Center

500 STJ Administration

Address

1 Amalia Drive
Buckhannon
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.