Administrative Assistant - PM&R

WVU Medicine; Morgantown (WV); On-site; USD 40,000 - 52,000; Full time

Job summary

WVU Health System unit seeks an organized administrative assistant to support department leadership and a range of office procedures. You will handle correspondence, budgeting, invoicing, purchasing, policy updates, payroll coordination, and travel arrangements.

Requirements include a high school diploma and 2 years of related admin experience or 1 year of secretarial training, plus proficiency in MS Office and Excel. This is a full-time, on-site role with standard office duties.

Qualifications

• High school diploma or equivalent required.
• Two years of related admin experience or one year of secretarial training accepted in lieu of experience.
• Proficiency with Microsoft Office, especially Excel.
• Ability to lift 10–15 pounds and sit for long periods.

Responsibilities

• Coordinate department correspondence for timely, accurate communications.
• Reconcile monthly budget, process invoices, POs, quotes and expense forms.
• Update Policies & Procedures annually and maintain department info.
• Provide payroll and leave reporting support for department staff.
• Schedule travel and manage conference room calendars and meetings.

Skills

Typing 35 wpm

MS Office

Excel

Education

High School Diploma

Job description

Welcome! We’re excited you’re considering an opportunity with us!

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

• 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

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

Working Environment

• 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

Exempt/Non-Exempt

Shift: United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

8168 UHA Physical Medicine and Rehabilitation

Address

1 Medical Center Drive

Morgantown

West Virginia

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.