PRN Administrative Specialist Inpatient Rehabilitation 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 ambulatory operations. This role involves managing calendars, coordinating meetings, and providing clerical support to enhance operational efficiency. The ideal candidate will thrive in a fast-paced environment, demonstrating excellent communication and organizational skills. Join a dynamic team dedicated to improving healthcare services and making a meaningful impact in the community. If you're ready to take on a challenging yet rewarding position, this opportunity is perfect for you.

Qualifications

• 4 years of high-level administrative experience or 2 years with an Associate's Degree.
• Strong skills in calendar management and communication.

Responsibilities

• Coordinate meetings and manage schedules for the Assistant Vice President.
• Draft correspondence and maintain office inventories.

Skills

Administrative Support

Calendar Management

Communication Skills

Customer Service

MS Office Proficiency

Time Management

Critical Thinking

Education

High School Diploma

Associate's Degree

Bachelor's Degree

Tools

HRIS (Workday)

MS 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 Description Summary

Performs a wide range of skilled administrative duties and coordinates various office procedures to support assigned division staff. Specializes in calendar and time management supporting the Assistant Vice President of ambulatory operations and ambulatory directors. Provides clerical support to other administrative units and functions. Researches, analyzes, and evaluates data, making 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
2. Associate's Degree AND two (2) years of high-level executive office experience OR
3. Bachelor's Degree

Preferred Qualifications

Experience: Work experience in a healthcare and medical environment.

Core Job Duties and Responsibilities

The following are general responsibilities of this position. Other duties may be assigned as needed.

1. Perform a wide range of skilled administrative duties, including multi-level office functions for assigned team members.
2. Assist with coordination and scheduling of meetings, including standing meetings and responding to requests.
3. Screen and refer incoming phone calls and visitors to ensure effective communication and positive unit presentation.
4. Support projects related to the leader's area 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, demonstrating poise and tact.
7. Draft personal and business correspondence, letters, and memos independently.
8. Proofread all typed correspondence 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 paperwork.
13. Support policy and procedure updates, formatting, and document control.
14. Monitor and order dietary supplies as needed and review 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 to leadership.
21. Assist with PI and quality reporting, performing audits as assigned.
22. Serve as scribe in team conferences, ensuring accurate documentation and proofreading.
23. Maintain regulatory document manuals for surveys.
24. Coordinate and facilitate communication for patient transportation within and between departments.

Physical Requirements

Must meet physical demands such as concentration, sitting for long periods, lifting up to 15 pounds, effective communication, and mobility including reaching, stooping, and grasping.

Working Environment

Work primarily in clinical and standard office environments, with accommodations as needed.

Skills and Abilities

1. Manage multiple priorities in a fast-paced environment.
2. Exhibit excellent customer service and communication skills.
3. Proficient in computer applications including MS Office.
4. Maintain confidentiality at all times.
5. Work independently with good judgment and attention to detail.
6. Organize and prioritize activities effectively.
7. Develop and track goals for the unit and staff.
8. Possess strong presentation, critical thinking, and writing skills.
9. Proficient in time management and calendar management.

Additional Information:

Scheduled Weekly Hours: 0

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, West Virginia

Equal Opportunity Employer

WVUHS is an equal opportunity employer, committed to diversity and inclusion in the workplace, and strictly prohibits discrimination based on race, color, religion, sex, age, disability, or other protected characteristics.