Administrative Assistant

WVU Medicine; Charleston, Northern (WV, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

WVU Medicine is seeking an administrative professional to provide a wide range of duties in support of the department(s) and leadership in Charleston, WV. The role involves coordinating office procedures, maintaining calendars, handling invoices, purchase orders, and payroll-related reports to ensure smooth operations.

The candidate should have a high school diploma, strong Microsoft Office skills, and the ability to type at least 35 wpm.

Qualifications

• High school diploma or equivalent.
• Two years additional training or related experience OR one year of secretarial training.
• Proficient in Microsoft Word, Excel, and Outlook.

Responsibilities

• Coordinating department correspondence to support operations.
• Reconcile monthly budget and prepare invoices and purchase orders.
• Update Policies & Procedures annually and maintain dept information.
• Assist employees with forms and information updates.
• Schedule meetings, manage calendars, and prepare agendas/minutes.
• Process payroll and leave reports for department staff.
• Arrange travel and coordinate conference room scheduling.

Skills

Typing 35 wpm

MS Office

Excel

Education

High school diploma

Tools

Excel

Word

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

1. 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.
2. 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.
3. Updates Policies & Procedures annually, along with all departmental information for each area..
4. Provides support to employee with forms and information updates.
5. 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.
6. Prepares, maintains and processes proper levels of office supply inventory.
7. 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.
8. Functions as Payroll representative for the department. Coordinates all payroll and leave reports of department staff to expedite accurate and timely processing.
9. Schedules travel arrangements.

PHYSICAL REQUIREMENTS

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

WORKING ENVIRONMENT

1. 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: Exempt/Non-Exempt: United States of America (Non-Exempt) Company: WVUH West Virginia University Hospitals Cost Center: 142 THOM HVI Call Center Address: 4605 Maccorkle Ave SW South Charleston 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.

The West Virginia University Health System is West Virginia’s largest health system and largest private employer, providing care to communities across West Virginia, Maryland, Ohio, and Pennsylvania. The integrated academic health system includes 25 hospitals and five institutes, with more than 3,500 licensed beds, 4,000 clinicians, 39,000 employees, and $8.5 billion in annual operating revenues. Anchoring the system in Morgantown, West Virginia, are WVU Hospitals, an 880-bed academic medical center, and the 150-bed WVU Medicine Golisano Children’s Hospital. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.