Administrative Assistant - PM&R

WVUH West Virginia University Hospitals; United States; On-site; USD 25,000 - 36,000; Full time

Job summary

WVU Medicine is seeking an administrative assistant to support the department and leadership across a wide range of office procedures. The role includes payroll coordination, travel planning, budget reconciliation, and maintaining calendars.

Responsibilities cover preparing correspondence, updating policies, managing inventory, and ensuring timely communications. The position requires strong multitasking and proficiency with Microsoft Office tools in a standard university-affiliated health

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.

Responsibilities

• Coordinate activities involved in preparing department correspondence for timely, accurate communications.
• Reconcile monthly budget with analysis reports; process invoices, purchase orders, requisitions, quotes, and expenses with AP and Accounting.
• Update Policies & Procedures annually and maintain departmental information.
• Assist employees with forms and information updates.
• Screen calls and visitors to maintain professional departmental communications.
• Maintain office supply inventory at proper levels.
• Schedule and coordinate conference rooms, meetings, agendas, and minutes; manage calendars.
• Serve as Payroll representative coordinating payroll and leave reports.
• Arrange travel considering timelines and approvals.

Skills

Typing 35 wpm

Microsoft Office

Excel

Other systems

Education

High school diploma or equivalent

Job description

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

• 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

• Scheduled Weekly Hours: 40
• Shift: Exempt/Non-Exempt: 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

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.

The West Virginia University Health System is a West Virginia-based academic health system that provides the full continuum of healthcare services at 30 hospitals in West Virginia, Pennsylvania, Ohio, and Maryland. With more than 47,000 employees, of which 7,200 are providers, and $10 billion in total operating revenues, the WVU Health System is anchored by an 890-bed academic medical center and the 150-bed WVU Medicine Golisano Children's Hospital in Morgantown, West Virginia. 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.