Administrative Assistant- Virtual Care

SYSTEM West Virginia University Health System; United States; On-site; USD 36,000 - 56,000; Full time

Job summary

WVU Medicine is seeking an Administrative Coordinator to support department leadership and handle a broad set of office procedures. The role emphasizes accurate communication, budget reconciliation, and calendar management in a standard office setting.

Responsibilities include payroll coordination, travel scheduling, and maintaining policies and supplies. The position requires a high school diploma and secretarial experience or training, with proficiency in Microsoft Office and Excel.

Qualifications

• High school diploma or equivalent is required.
• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.

Responsibilities

• Assist in coordinating department communications and ensure timely, neat operations.
• Reconcile monthly budget and process invoices / purchase orders; handle expenses and credit card statements.
• Update Policies & Procedures annually and maintain departmental information.
• Provide payroll liaison support and coordinate leave reports for department staff.
• Screen calls and visitors to maintain professional department communications.
• Maintain office supply inventory and procurement processes.
• Manage conference room scheduling, agendas, minutes, and calendars.
• Schedule travel arrangements for department staff.
• Support staff with forms and information updates.

Skills

Typing 35 wpm

Education

High school diploma

Tools

Microsoft Office

Excel

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

• 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

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.

• 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

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.

• 1. Ability to lift, push or pull 10-15 pound.
• 2. 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.

• 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: SYSTEM West Virginia University Health System Cost Center: 422 SYSTEM Virtual Acute Care Address: 3040 University Ave 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.

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.