(Hybrid) Administrative Assistant - Department of Medicine

West Virginia University; Morgantown (WV); Hybrid; USD 35,000 - 45,000; Full time

Benefits offered by this job

18 sick days per year

401(a) retirement savings with 6% 401a

Wellness programs

Job summary

West Virginia University is accepting applications for a (Hybrid) Administrative Assistant in the Department of Medicine. The role provides administrative support for the WVU Positive Health Clinic, handling purchasing, invoicing, payroll processing, and routine communications.

Strong organizational, confidentiality, and Office Suite skills are required. The position emphasizes work-life balance with generous benefits, including sick time, retirement matching, and wellness programs.

Qualifications

• Bachelor's degree required.
• At least 1 year of office administration or related experience.
• Ability to maintain confidentiality of information.

Responsibilities

• Coordinate program purchasing activities and invoice processing.
• Prepare reports, meeting minutes, and correspondence of routine nature.
• Provide calendar management, scheduling, and telecommunication support.
• Assist with administrative duties such as travel arrangements and office supplies.

Skills

Confidentiality

Oral and written communication

Organizational skills

Education

Bachelor's degree

Tools

Microsoft Office

Word

Excel

Access

PowerPoint

Outlook

Job description

Job Description - (Hybrid) Administrative Assistant - Department of Medicine (30432)

(Hybrid) Administrative Assistant - Department of Medicine 30432

Description

The Department of Medicine at West Virginia University is currently accepting applications for a (Hybrid) Administrative Assistant.

About the Opportunity

Coordinates program purchasing activities, invoice processing, credit card reconciliations and payroll processing. Provides administrative support services to the WVU Positive Health Clinic. Types, edits and composes reports, meeting minutes, and correspondence of routine nature, as well as matters requiring confidentiality. Provide additional administrative support. This may include answering telephones, scheduling meetings, maintaining calendars or other basic administrative assistant duties.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 18 sick days per year(for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information ? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You'll Do

• Administrative
  • Coordinates credit card reconciliation process for the program staff and processes all necessary forms pertaining to travel (e.g. Hotel Receipts, Per-diem, Mileage Reimbursement, Rental Car Receipts, Airfare, and other documents presented). Reviews reports for completeness, accuracy and appropriateness prior to submitting.
  • Reviews and approves office order requests. Orders, purchases, receives, and documents receipt of supplies while maintaining adequate program inventory.
  • Performs office management duties including payment of rent and utilities, cell phones and iPads for staff for telemedicine.
  • Responsible for receiving, sorting, tracking, and distributing all incoming and outgoing correspondence and packages efficiently.
  • Creates letters, memos, PowerPoint slides, meeting packets, etc. in support of all program activities.
  • Acts as liaison with Information Technology to troubleshoot computer, share drives, fax, telephone, copier, and telemedicine needs.
  • Organizes meetings by coordinating attendance, preparing memos, agendas, and meeting minutes, securing location, etc., and coordinating travel as needed. (e.g. Webex, Zoom, Weekly Meetings, Consumer Advisory Board Meetings, HRSA Site Visits / Reviews, retreats, and conferences).
  • Communicates with patients, family members and physicians as needed or requested.
  • Prepares patient mail outs as needed or requested
  • Prepares new patient intake folders.
  • Forwards all lab reports, prescription refills and other patient information to appropriate personnel in clinic.
  • Assists program staff with preparation of information, articles, reports, pictures, etc. for posting to web site
  • Assists with Food Pantry operations/receiving.
  • Provides logistical support with community education/testing events.
  • May be required to drive to purchase Emergency Financial Assistance Cards, Transportation Cards or to Community Events.
  • Other duties as assigned.

Qualifications

• Bachelor's degree required.
• A minimum of one (1) year of office administration or related administrative support experience is required
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

Basic computer knowledge and ability to operate standard office software preferred

• Must be able to maintain confidentiality of all information while performing tasks
• Excellent oral and written communication skills

Excellent organizational skills

Preferred Qualifications

• Basic mathematical skills
• Prior experience with Microsoft Office Suite software applications, including, but not limited to, Word, Excel, Access, Power Point and Outlook
• Knowledge of medical terminology
• Previous experience with payroll

  About WVU

  West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

  From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

  At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values — service, curiosity, respect, accountability and appreciation — unite us as Mountaineers.

  Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

  West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.