Senior Administrative Assistant

WVUH West Virginia University Hospitals; United States; On-site; USD 28,000 - 40,000; Full time

Job summary

WVU Medicine in Morgantown, WV is seeking an administrative coordinator to support department operations, schedule appointments, coordinate meetings, and act as the first point of contact for patients and families.

The role emphasizes clerical support, data maintenance, attention to confidentiality, and proficient use of Microsoft Office applications; candidates should have a high school diploma and prior office experience.

Qualifications

• High School Diploma or equivalent.
• Experience in clerical work is preferred.
• Knowledge of medical terminology is preferred.

Responsibilities

• Schedules appointments and meetings for assigned manager or executive.
• Provides clerical/secretarial support to staff as assigned.
• Acts as initial administrative contact with patients and families for follow-up or customer service issues.
• Maintains database listings (addresses, contacts, vendor lists).
• Answers telephone and relays messages via email, fax, or phone.
• Coordinates and sets up meetings and special functions.
• Maintains vendor contact and reviews invoices for accuracy.

Skills

Keyboard and computer use

Telephone handling

Customer service

Attention to detail

Teamwork

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Below, you’ll find other important information about this position.

Coordinates and performs administrative functions of the Department. Coordinates and performs assigned special projects.

MINIMUM QUALIFICATIONS

• EDUCATION, CERTIFICATION, AND/OR LICENSURE:
• High School Diploma or equivalent

PREFERRED QUALIFICATIONS

• EXPERIENCE:
• Experience in clerical work
• Previous office experience
• Medical terminology knowledge

CORE DUTIES AND RESPONSIBILITIES

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.

• Schedules appointments and meetings for assigned manager, director or executive. Maintains calendar for assigned manager, director, executive or other support department staff.
• Provides clerical/secretarial support to manager/director/or executive and staff as assigned.
• Acts as the initial administrative contact with patients and families regarding follow-up for customer service or patient care complaints. Listens empathetically and documents information in a clear, concise and detailed manner. Relays information to appropriate hospital staff for review.
• Maintains data base listings (addresses, internal and external contacts, vendor lists etc.)
• Answers telephone, receives and delivers messages via electronic e-mail, fax, phone or fax.
• Coordinates and sets-up activities for meetings and special functions. May include but not limited to; internal and external management meetings, luncheons, team outings and other functions as requested.
• Maintains vendor contact. Reviews invoices to determine accuracy and coordinates payment with accounting department.
• Welcomes and provides assistance to special visitors.
• Prepares spreadsheets and presentations as requested. Effectively uses Microsoft and other computer applications, (power point, word, excel).
• Effectively uses all means of electronic (e‑mail, voice mail, paging, phone, and paper memo’s) to relay information to internal and external staff.
• Records, transcribes and distributes unit based meeting minutes.
• Completes supply ordering accurately and in a timely manner, following up on backorders as needed.
• Shares reliable, accurate, concise, relevant information in a timely manner to staff and co‑workers.
• Demonstrates appropriate use of electronic distribution lists.
• Practices active and receptive listening skills to ensure productive results.
• Routinely completes mail runs – distributing mail to appropriate areas.
• Assists with special projects or assignments.
• Maintains confidentiality in all interactions.
• Maintains accuracy in Kronos. Reviews assignments and reconciles timecards. Follows up with staff as appropriate to resolve discrepancies. Provides resource support for Kronos to other staff.
• Constructs staff schedules for assigned units. Prepares schedules by established deadlines. Provides assistance to scheduling coordinator.
• Follows hospital, state and federal guidelines for ensuring safe environment for workers, patients and public. Ensures compliance by staff to hospital, governmental and insurance regulations.
• Communicates and interacts with clients, families, visitors, physicians, departmental and hospital staff and the public in general in a manner that demonstrates professionalism and concern for the individuals' need(s).
• Remains current and responsive to changes in healthcare delivery, standards established by professional organizations, regulatory and accrediting bodies and the needs of the organization.
• Participates in the processes to assess and improve the services provided and compliance with regulatory requirements. Reports results assessment and improvement processes to the appropriate administrative levels.
• Willingly accepts assignments within scope of practice, skill set and level of competence.

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.

• Must meet Department of Labor’s MEDIUM duty standard (MEDIUM WORK- exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly)

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.

• May be scheduled to work various shifts based on departmental needs.
• May be required to travel between facilities/buildings.

SKILLS AND ABILITIES

• Able to use a computer keyboard, monitor and mouse.
• Able to answer telephones and transcribe messages.
• Able to bend, stoop, reach and be capable of normal rotation, standing and walking for an 8-10 hour shift.
• Able to lift 40 pounds from floor to waist.
• Good customer service skills and teamwork attitude
• Knowledge of medical terminology and the computer.

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: 450 WVUH Cheat Lake Clinic
• Address: 608 Cheat Road 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.

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.