Administrative Specialist Pulm

WVUH West Virginia University Hospitals; United States; On-site; USD 42,000 - 64,000; Full time

Job summary

WVU Health System in Morgantown, WV seeks an administrative professional to support division leadership with a focus on calendar and travel coordination, data analysis, and project recommendations. The role provides clerical support across multiple units and requires handling confidential information with discretion.

Responsibilities include scheduling meetings, responding to coordination requests, preparing minutes, and supporting various administrative projects while ensuring professional

Qualifications

• High school diploma or equivalent with four years admin experience.
• Associate’s degree with two years admin experience.
• Bachelor’s degree.

Responsibilities

• Provide general administrative support to assigned leadership.
• Coordinate project activities and scheduling for leadership, including meetings.
• Screen and refer calls and visitors to maintain professional communications.
• Assist with travel arrangements and reimbursement paperwork.
• Maintain office inventories to support staff tasks.
• Coordinate division events and New Employee Orientation.
• Mentor junior staff within the administrative department.

Skills

MS Office proficiency

Communication skills

Attention to detail

Independent work

Confidentiality

Education

Bachelor’s Degree

Associate’s Degree

High School Diploma or Equivalent

Job description

Job Summary

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

1. High School Diploma or Equivalent AND Four (4) years of Administrative Experience
2. Associate’s Degree AND Two (2) years of administrative experience
3. Bachelor’s Degree

Preferred Qualifications

1. Administrative experience in a healthcare environment.

Core Duties and Responsibilities

1. Provides general administrative support functions to assigned leadership.
2. Responsible for program coordination for various projects as directed.
3. Works independently to assist in the coordination/scheduling for leadership, including schedule of standing meetings and responding to meeting coordination requests.
4. 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.
5. Assists with projects specific to assigned leadership’s area of responsibility.
6. Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested.
7. 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.
8. Assists in travel arrangements and reimbursement paperwork.
9. Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.
10. Provides administrative support for other administrative units and functions and willingly helps as needed in the department.
11. Coordinates division events and conferences.
12. Provides administrative support in coordinating New Employee Orientation for department.
13. 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.
14. 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.
15. 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

1. Ability to sit for extended periods of time.

Working Environment

1. Standard office environment.

Skills and Abilities

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

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: 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.

About WVU Health System

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.