Administrative Assistant

WVU Medicine; Morgantown (WV); On-site; USD 34,000 - 52,000; Full time

Job summary

WVU Medicine Golisano Children's Hospital is seeking an Administrative Assistant to support departmental operations in Morgantown, WV. The role will coordinate communications, handle budgeting tasks, maintain policies, and assist employees with forms and information updates.

Responsibilities include scheduling travel and meetings, processing invoices, and supporting payroll-related tasks to ensure efficient, compliant operations within the pediatrics administration team.

Qualifications

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

Responsibilities

• Coordinate department correspondence to ensure clear, timely communications.
• Reconcile monthly budget, prepare reports, and manage invoices and purchase orders.
• Update Policies & Procedures and departmental information annually.
• Support employees with forms and information updates.
• Schedule travel, meetings, and conference room usage; prepare agendas and minutes as needed.

Skills

Typing 35 wpm

Microsoft Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

Job description

## Administrative AssistantApplylocations: WVU Medicine Golisano Children's Hospitaltime type: Full timeposted on: Posted Todayjob requisition id: JR26-42031## Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. 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:****EDUCATION, CERTIFICATION, AND/OR LICENSURE:**1. High school diploma or equivalent.****EXPERIENCE:****1.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.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:** 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 lift, push or pull 10-15 pound.2. 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.1. Standard office environment.**SKILLS AND ABILITIES:**1. Ability to type at least 35 wpm.1. 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:**4500 WVUH CH Pediatrics Admin**Address:**1 Medical Center DriveMorgantownWest Virginia