Administrative Assistant

WVU Medicine; New York (NY); In loco; USD 42.000 - 54.000; Tempo pieno

Descrizione del lavoro

SYSTEM West Virginia University Health System is seeking an administrative professional to support department leadership. The role involves coordinating communications, managing budgets, and ensuring timely, accurate records and scheduling across multiple functions.

The candidate will handle payroll coordination, travel arrangements, and assist with policy updates, while maintaining professional interactions with staff and visitors in a standard office environment.

Competenze

• High school diploma or equivalent; 2 years related experience.
• One year of secretarial training may substitute for experience.
• Proficiency in Microsoft Office and Excel required.

Mansioni

• Assists in coordinating activities involved in department communications and operations.
• Reconciles monthly budget, processes invoices, purchase orders, and expense forms with AP.
• Updates Policies & Procedures annually and maintains department information.

Conoscenze

Typing 35 wpm

Microsoft Office

Excel

Formazione

High school diploma or equivalent

Strumenti

Microsoft Office Suite

Excel

Descrizione del lavoro

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:

• 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:

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

Additional Job Description:

This candidate will need a high attention to detail to review compliance documentation, invoicing and timekeeping records.

Scheduled Weekly Hours:40

Shift:Exempt/Non-Exempt:United States of America (Non-Exempt)

Company:SYSTEM West Virginia University Health System

Cost Center:574 SYSTEM Strategic Staffing Solutions