Administrative Assistant

Stubblefield Institute; Shepherdstown (WV); On-site; USD 38,000 - 48,000; Full time

Job summary

Stubblefield Institute is seeking an administrative professional to support physicians and health practitioners, and to assist with the operations of the health care unit. The role directly supports the Director of Student Health Services and coordinates scheduling with the Director of Counseling Services.

It emphasizes quality of care and customer service, requiring routine tasks, office systems management, and accurate record-keeping in a higher education health setting.

Qualifications

• Experience operating computers and standard office equipment.
• Proficiency with Microsoft Office Suite and scheduling/database software.
• Effective oral and written communication skills.
• Experience in organizational structures like higher education.

Responsibilities

• Perform routine administrative tasks to support physicians and health practitioners.
• Support Director of Student Health Services and Director of Counseling Services with scheduling.
• Assist budgeting, purchasing, and vendor communications.
• Maintain official calendars for Health and Counseling Centers.
• Update Health Center websites and correspondence per policy.

Skills

Computer skills

Microsoft Office

Communication skills

Higher education experience

Tools

Database management

Scheduling software

Job description

This position performs routine administrative tasks to support the work of physicians and other health practitioners, as well as the operations of the health care unit to which assigned. Directly support Director of Student Health Services, a complex department providing health care for all eligible students; support Director of Counseling Services with coordination and scheduling activities.

Minimum Qualifications

• Knowledge and skills in the operation of computers and other standard office equipment
• Ability to use Microsoft Office Suite and a variety of software programs including database management and scheduling software.
• Effective oral and written skills.
• Experience working in organizational structures like higher education.

Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered as meeting the minimum qualifications, at the direction of the hiring supervisor.

Preferred Qualifications

Posting Date

Posting Date 08/24/2026

Close Date

Special Instructions Summary

Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including:

• 13 paid holidays
• 15 days annual leave (vacation) per year
• 18 sick days per year and the flexibility to use that time to care for immediate family members
• Wide range of health insurance and other benefits
• 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks
• Tuition waivers for employees and their dependents

Job Duties

Description of Job Duties

This position is responsible for performing a wide variety of routine administrative tasks in a manner that places emphasis on quality of care and customer service. Job responsibilities require the ability to effectively communicate with patient population and staff while demonstrating a high degree of diplomacy and tact. Work is performed under immediate supervision and consists of tasks that are routine, or well-defined, with specific instructions to achieve standards. Decisions are limited to the application of standardized or accepted practices and errors could result in some costs and inconveniences within the affected area.

Budgeting and State Purchasing System

Maintain and monitor budget purchasing agreements, service contracts, etc.; develop and maintain office structure according to institutional policies and procedures, state and federal guidelines; office policies or procedures; provide Director with information regarding post expenditures and vendors to research specifications and prices for purchases; select and purchase office supplies and equipment; prepare all requisitions for purchases; track purchases through system(s) and communicate with vendors, purchasing or other offices to resolve complications; track all transactions and forward to Director; coordinate travel arrangements for staff, including dates, times, destinations and mode of transportation.

Website

Monitor and either directly perform or coordinate with webmaster to update information on Health Center web pages to assure information is complete, accurate and timely; serve as resource person in explaining departmental policies and procedures; compose independently or from verbal instruction correspondence related to meetings (including minutes), receipt of information, transmission of information which requires in-depth understanding of departmental policies, medical procedures and programs.

Software

Develop, write, implement and update commonly used forms for Health Center, utilizing computer software programs (Microsoft Office Suite: Word, Access, Adobe, Excel, etc.); develop, write implement and update internal office procedures to cover mailings ( including e-mail), filing systems, department record-keeping, disposal of patient records, etc.; organize and perform filing of documents; provide/receive copies of documents in accordance with Privacy Policy/ Confidentiality requirements of federal government, state, university, and Health Center.

Scheduling & Communications

Schedule appointments for all Health providers; schedule with appropriate level provider based on understanding of major complaint; receive and screen wide variety of visitors, phone calls and e-mail; refer to other staff members as appropriate or personally provide information required; maintain official calendars for Health and Counseling Centers; communicate with other departments, internal or external groups and individuals in coordinating departmental activities.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * How did you hear about this employment opportunity?

  (Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter
• List of Professional References

Optional Documents

VISIT 301 N KING ST, SHEPHERDSTOWN, WV 25443

MAIL P.O. BOX 5000, SHEPHERDSTOWN, WV 25443