Administrative Specialist Inpatient Rehab Unit

WVU Hospitals — Ruby Memorial Hospital; Morgantown (WV); On-site; USD 40,000 - 55,000; Full time

Job summary

WVU Hospitals is seeking an Administrative Specialist for the Inpatient Rehab Unit. This role involves performing skilled administrative tasks, managing schedules, and supporting leadership within a dynamic healthcare environment. Candidates should have relevant experience and strong organizational, communication, and technical skills to excel in a busy hospital setting.

Qualifications

• High School Diploma or Equivalent AND four years of high-level Administrative Experience OR Associate’s Degree AND two years of high-level Executive Office Experience OR Bachelor’s Degree.
• Work experience in a healthcare and medical environment preferred.

Responsibilities

• Provides a wide range of skilled administrative duties including time-sensitive, multi-level office functions for assigned team members.
• Coordinates/schedules meetings, prepares agendas, and acts as scribe.
• Manages phone messages, maintains proper levels of office inventories, and assists with projects in the unit.

Skills

Communication skills

Organizational skills

Customer service orientation

Attention to detail

Time management

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office

Job description

Administrative Specialist Inpatient Rehab Unit

Administrative Specialist Inpatient Rehab Unit

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Performs a wide range of skilled administrative and unit duties and coordinates a variety of office procedures in support of assigned division staff. Specializes in unit audits, kronos, calendar and time management work supporting the Directors, leaders and unit staff, and clinical operations. Research, analyze and evaluate data of various audits and make recommendations on various specialized projects.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICESNURE:

• 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

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• Work experience in a healthcare and medical environment.
  
  

CORE JOB DUTIES AND RESPONSIBILITES: 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.

• Provides a wide range of skilled administrative duties including completion of a variety of time-sensitive, multi-level office functions for assigned members of the team.
• Works independently to assist in the coordination/scheduling including standing meetings and responding to requests for the meeting as requested
• Screens and refers all incoming phone calls and visitors to ensure that accurate and timely communications are facilitated, and that unit is presented in a positive manner
• Assists with projects specific to leader’s area of responsibility and unit.
• Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes, and acts as scribe as requested
• Regularly engages in a variety of contacts with external and internal publics in order to obtain or exchange information, arrange meetings and so forth, often dealing with individuals who are influential or important to the Hospital. Requires a high degree of poise and tact in such contacts.
• Works independently drafting personal and business correspondence, letter and memos as requested.
• Proofreads all typed correspondence prior to submittal or distribution.
• Manages phone messages and communicates information appropriately
• Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.
• Responsible for coordination for various operations projects with guidance from Director and Managers.
• Assists in travel arrangements and reimbursement paperwork.
• Assists with policy/procedure updates, formatting, and document control to ensure quality documentation for the multiple lab sections.
• Monitors and orders dietary supplies as needed for individual meetings, reception, etc. Appropriately reviews and routes invoices for payment.
• Processes paperwork, receipts, audits, and patient information ensuring timely handling of all requests.
• Coordinates department events and conferences which may include large events
• Maintains detailed employee files for all employees ensuring regulatory required information is readily available and meets standards
• Uploads documents as needed into the HRIS (Workday).
• Researches, analyzes and evaluates personnel data making recommendations on payroll system work practices.
• Monitors incidental employee overtime trends and provides trended data director and leadership.
• Assists with PI and quality reporting. Performs audits as assigned
• Serves as scribe in Team Conference ensuring accurate documentation and Proofreading prior to submittal
• Maintains regulatory document manuals for both scheduled and unplanned regulatory surveys.
• Coordinates and facilitates ongoing communication to ensure timely, efficient intradepartmental and interdepartmental transportation of patients.
  
  

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.

• High degree of concentration required.
• Ability to sit for long periods of time.
• Ability to lift, push or pull 10-15 pounds
• While performing the duties of this job, the employee is regularly required to communicate effectively to staff, patients, visitors and colleagues
• The employee may be required to lift, move, stoop, reach, and carrying of materials and equipment weighting 15 pounds
• Must be able to reach above shoulder level, stand, reach below knee level, kneel and squat, bend/twist at waste, and grasp with both hands
• Ability to sit, stand and walk for extended 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.

• Clinical Setting – standard nursing unit desk, front desk, and work rooms Standard Office environment
  
  

Skills And Abilities

• Ability to manage multiple priorities in a fast-paced environment and drive results.
• Ability to use excellent customer service, written and oral communication skills.
• Basic knowledge of computer programs such as work processing, spreadsheet, and email applications.
• Maintains a high level of confidentiality at all times.
• Ability to work independently and exercise good judgment with exemplary attention to detail.
• Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion.
• Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives for the unit, staff and program
• Strong oral presentation and critical thinking skills required.
• Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the department.
• Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.
• Strong Time keeping, scheduling, and calendar Management Skills
  
  

Additional Job Description

Scheduled Weekly Hours:

24

Shift

Varied (United States of America)

Exempt/Non-Exempt

United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

1007 WVUH Nursing Acute Rehabilitation Unit

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care

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