Administrative Assistant

WVU Medicine Berkeley and Jefferson Medical Centers; Martinsburg (WV); On-site; USD 30,000 - 48,000; Full time

Job summary

BMC Berkeley Medical Center in Martinsburg, WV, is seeking an administrative professional to support department leadership with a wide range of clerical tasks. This role involves coordinating communications, budgeting, forms processing, and calendar management.

The ideal candidate will have a high school diploma or equivalent and 2 years of related experience or 1 year of secretarial training. Proficiency in Microsoft Office is required, along with strong organizational skills.

Qualifications

• High school diploma or equivalent is required.
• 2 years of related administrative experience or 1 year of secretarial training may substitute for experience.
• Strong computer and office software skills are required.

Responsibilities

• Coordinate department communications and maintain office efficiency.
• Reconcile budgets, prepare expenditure forms, and process invoices.
• Maintain and update department policies and procedures.
• Support employees with form and information updates.
• Screen calls and visitors to ensure professional department representation.
• Manage office supply inventory and calendar scheduling for meetings and events.
• Coordinate payroll and leave reports for department staff.
• Arrange travel as needed.

Skills

Typing 35 wpm

MS Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

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

• 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:

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.

• 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:

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.

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

• 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

United States of America (Non-Exempt)

Company

BMC Berkeley Medical Center

Cost Center

8407 UHAE Academic Enrichment

Address

2500 Foundation Way Martinsburg 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.