Administrative Specialist

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Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division staff. Specializes in calendar and time management work supporting the Assistant Vice President, clinical operations, and Director of Nursing. Provides clerical support for other administrative units and functions as needed. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, LICENSURE AND/OR EXPERIENCE:
1. High School Diploma or Equivalent AND Four (4) years of high level Administrative Experience OR Associate’s Degree
AND Two (2) years of high level Executive Office Experience OR Bachelor’s Degree.
PREFERRED QUALIFICATIONS:
EXPERIENCE:
1. Work experience in a healthcare and medical environment.

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.
1. Provides a wide range of skilled administrative duties including completion of a variety of time-sensitive, multi-level office functions for assigned members of the leadership team.
2. Works independently to assist in the coordination/scheduling for the Executive(s) including schedule of standing meetings and responding to requests for the meeting as requested
3. 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
4. Assists with projects specific to assigned leader’s area of responsibility.
5. Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested
6. Coordinates with high level external executives and officials who develop and maintain integral relationships with WVU Medicine and its executive team.  Coordination can include Ruby Hospital, WVUHS system, and other system hospitals’ senior administrative teams as well as physicians, nursing staff, and business associates.
7. Regularly engages in a variety of contacts with external and internal publics in order to obtain or exchange information, arrange meetings and so forth, often dealing with individuals who are influential or important to the Hospital. Requires a high degree of poise and tact in such contacts.
8. Works independently drafting personal and business correspondence, letter and memos as requested.  Proofreads all typed correspondence prior to submittal or distribution.
9. Manages phone messages and communicates information appropriately
10. Maintains proper levels of office inventories to allow staff to complete assigned responsibilities.
11. Serves as primary and/or backup coder & approver in WebNow invoicing system for multiple cost centers.
12. Provides administrative support for other administrative units and functions and willingly helps as needed in the department.
13. Manages and approves payroll for department leadership and ensures correct entry of timecard. Enters employee record changes into the HR system and maintains employee files.
14. Compiles accurate statistical, financial or unit activity data for department as assigned. Performs calculations, formulates in final report form; as monitored by report review.
15. Runs reports to monitor employee compliance with Computer Based Learning and Competencies
16. Assists Clinical Preceptor with orientation and training of staff
17. 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.
18. Troubleshoots IT and facilities issues submitting requests for issue resolutions.  

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.
1. High degree of concentration required.
2. Ability to sit for long periods of time.
3. Ability to lift, push or pull 10-15 pounds.

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.
1. Standard office environment.

SKILLS AND ABILITIES:
1. Maintains a high level of confidentiality at all times.
2. Ability to work independently and exercise good judgment with exemplary attention to detail.
3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives
4. Strong oral presentation and critical thinking skills required.
5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the Executive
6. Strong computer skills, communication skills, writing skills, organizational skills, and transcription are required. Demonstrated proficiency in Microsoft Office software, including but not limited to, Word, Outlook, Excel, and PowerPoint.
7. Strong Calendar Management Skills.

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: 1915 WVUH Critical Care Signature Program

Address: 1 Medical Center Drive

Morgantown

West Virginia



WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.