Administrative Assistant - Nursing

WVU Medicine; Uniontown, Northern (Fayette County, KY); Hybrid; USD 40,000 - 56,000; Full time

Job summary

West Virginia University Health System in Uniontown, PA is seeking an Administrative Assistant to support department communications, budgeting, payroll processing, travel arrangements, and calendar management.

You will coordinate department correspondence, reconcile budgets, handle invoices and purchasing, maintain supplies, schedule meetings and rooms, and assist staff with forms and information.

Qualifications

• High school diploma or equivalent.
• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.
• Experience with department budgeting, payroll, invoicing, purchasing, and scheduling is preferred.

Responsibilities

• Assists in coordinating department correspondence to facilitate on-going communications and efficient operations.
• Reconciles monthly budget with analysis reports and updates cost center tallies; handles invoices, POs, and expenses.
• Updates Policies & Procedures annually and maintains department information.

Skills

Typing 35 wpm

MS Office proficiency

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

Job description

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

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:

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: Exempt/Non-Exempt:
• United States of America (Non-Exempt)
• Company: UNTWN Uniontown Hospital
• Cost Center: 90 UNTWN Nursing Education and Training
• Address: 500 W Berkeley Street Uniontown Pennsylvania

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.

Thank you for your interest in working for WVUM. You'll be able to keep track of your progress on our site. 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.