Administrative Specialist Inpatient Rehab Unit

West Virginia University Hospital, Inc; Morgantown (WV); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a skilled administrative professional to support clinical operations and leadership. This role involves managing office procedures, coordinating meetings, and providing vital support to ensure smooth operations within the unit. The ideal candidate will possess strong organizational and communication skills, along with proficiency in Microsoft Office. Join a dynamic team dedicated to enhancing healthcare delivery in a collaborative environment. If you thrive in a fast-paced setting and are passionate about making a difference, this opportunity is perfect for you.

Qualifications

• 4+ years of high-level administrative experience in a healthcare setting.
• Strong proficiency in Microsoft Office and scheduling.

Responsibilities

• Provide skilled administrative support and manage office functions.
• Coordinate meetings, draft correspondence, and maintain office inventories.

Skills

Administrative Support

Time Management

Communication Skills

Organizational Skills

Critical Thinking

Microsoft Office Proficiency

Education

High School Diploma or Equivalent

Associate's Degree

Bachelor's Degree

Tools

HRIS (Workday)

Microsoft Office

Job description

Welcome! We're excited you're considering an opportunity with us! To apply for this position and be considered, click the Apply button above and complete the application in full. Below, you'll find important information about this role.

Job Summary

Performs a wide range of skilled administrative and unit duties, coordinating various office procedures to support assigned division staff. Specializes in unit audits, Kronos, calendar and time management, supporting Directors, leaders, unit staff, and clinical operations. Conducts research, analyzes, and evaluates audit data, providing recommendations on specialized projects.

Minimum Qualifications

Education, Certification, and/or License:

1. High School Diploma or Equivalent AND four (4) years of high-level Administrative Experience OR Associate's Degree AND two (2) years of high-level Executive Office Experience OR Bachelor's Degree

Preferred Qualifications

Experience:

1. Work experience in a healthcare and medical environment

Core Duties and Responsibilities

The following describes the general nature of work for this position. It is not an exhaustive list, and other duties may be assigned as needed.

1. Provide skilled administrative support, including managing time-sensitive office functions for team members.
2. Assist with coordination and scheduling of meetings, including standing meetings, and respond to meeting requests.
3. Screen and refer all incoming calls and visitors, ensuring positive representation of the unit.
4. Support projects related to the leader's responsibilities and the unit.
5. Manage meeting priorities, schedule meetings, prepare agendas, and take minutes as requested.
6. Engage with external and internal contacts to exchange information and arrange meetings, requiring tact and poise.
7. Draft correspondence, letters, and memos independently.
8. Proofread all typed documents before submission or distribution.
9. Manage phone messages and communicate information appropriately.
10. Maintain office inventories to support staff responsibilities.
11. Coordinate various operational projects with guidance from Directors and Managers.
12. Assist with travel arrangements and reimbursement processes.
13. Support policy/procedure updates, formatting, and document control for lab sections.
14. Monitor and order dietary supplies for meetings and receptions, review and route invoices for payment.
15. Process paperwork, receipts, audits, and patient information promptly.
16. Coordinate department events and conferences, including large events.
17. Maintain detailed employee files, ensuring regulatory compliance.
18. Upload documents into HRIS (Workday) as needed.
19. Research and analyze personnel data, making recommendations on payroll practices.
20. Monitor employee overtime trends and report data to leadership.
21. Assist with PI and quality reporting, performing audits as assigned.
22. Serve as scribe during team meetings, ensuring accurate documentation and proofreading.
23. Maintain regulatory document manuals for surveys.
24. Coordinate communication for patient transportation within and between departments.

Physical Requirements

Must meet physical demands, including concentration, sitting for long periods, lifting 10-15 pounds, effective communication, reaching, standing, walking, and handling materials.

Working Environment

Work primarily in clinical and office settings, with accommodations available for disabilities.

Skills and Abilities

Ability to manage multiple priorities, use excellent communication, maintain confidentiality, work independently, and demonstrate organizational and critical thinking skills. Proficiency in Microsoft Office and scheduling is required.

Additional Details

• Scheduled Weekly Hours: 24
• Shift: Varied (United States of America)
• Exempt/Non-Exempt: Non-Exempt
• Company: WVUH West Virginia University Hospitals
• Cost Center: 1007 WVUH Nursing Acute Rehabilitation Unit
• Address: 1 Medical Center Drive, Morgantown, WV

WVUHS is an equal opportunity employer, committed to diversity and inclusion in the workplace, prohibiting discrimination based on protected characteristics.