Administrative Specialist Pulm

WVU Medicine; Morgantown (WV); On-site; USD 45,000 - 60,000; Full time

Job summary

WVUH West Virginia University Hospitals seeks an experienced administrative professional to support department leadership in Morgantown. The role emphasizes calendar management, meeting coordination, and travel arrangements while providing confidential, high-quality clerical support across units.

The candidate will manage schedules, prepare minutes, and assist with payroll/time entry as needed. Strong Microsoft Office skills and meticulous attention to detail are essential.

Qualifications

• High School Diploma or Equivalent with 4 years administrative experience.
• Associate’s Degree with 2 years administrative experience.
• Bachelor’s Degree.

Responsibilities

• Provides general administrative support to assigned leadership.
• Coordinates program projects and schedules meetings.
• Screens calls and visitors to ensure effective communications.
• Assists with travel arrangements and reimbursements.
• Maintains office inventories and supports other units as needed.
• Coordinate division events and new employee orientation.

Skills

Calendar management

Verbal communication

Written communication

Attention to detail

Education

High School Diploma or Equivalent

Associate’s Degree

Bachelor’s Degree

Tools

Microsoft Office

Job description

Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division leadership and/or faculty. Specializes in calendar and time management work supporting the department leaders. Provides clerical support also for other administrative units and functions. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

Minimum Qualifications

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• High School Diploma or Equivalent AND Four (4) years of Administrative Experience

OR Associate’s Degree AND Two (2) years of administrative experience

OR Bachelor’s Degree.

Experience

PREFERRED QUALIFICATIONS:

• Administrative experience in a healthcare environment.

CORE DUTIES AND RESPONSIBILITIES

• Provides general administrative support functions to assigned leadership.
• Responsible for program coordination for various projects as directed.
• Works independently to assist in the coordination/scheduling for leadership, including schedule of standing meetings and responding to meeting coordination requests.
• Screens and refers all incoming phone calls and visitors to ensure that accurate and timely communications are facilitated and that Administrative office is presented in a positive manner.
• Assists with projects specific to assigned leadership’s area of responsibility.
• Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested.
• Coordinates with high level external executives and officials who develop and maintain integral relationships with WVU Medicine and its executive team. This can include company CEOs, government officials, and MD/PhD level consultants.
• Assists in travel arrangements and reimbursement paperwork.
• Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.
• Provides administrative support for other administrative units and functions and willingly helps as needed in the department.
• Coordinates division events and conferences.
• Provides administrative support in coordinating New Employee Orientation for department.
• May manage and approve departmental payroll and time entry, acting as the primary liaison for time-off documentation (i.e PTO, CME, sick time) and Ensuring compliance with company policies.
• Opens and reviews incoming mail, determines nature of correspondence and routes to appropriate person as soon as possible after receipt of mail; prioritizes mail, and takes action as indicated; independently responds to correspondence; and coordinates all outgoing mail.
• Serves as mentor to new and junior staff within administrative department, with roles in orientation, onboarding, and may be asked for opinions on recruitment.

PHYSICAL REQUIREMENTS

• Ability to sit for extended periods of time.

WORKING ENVIRONMENT

• Standard office environment.

Skills And Abilities

• Maintains a high level of confidentiality at all times.
• Excellent written and verbal communication skills.
• Demonstrated proficiency in Microsoft Office software. (including but not limited to, Word, Outlook, Excel, and PowerPoint)
• Ability to work independently and exercise good judgment with exemplary attention to detail.

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

8073 UHA Medicine Pulmonary

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.