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WVU Medicine · 9 hours ago

Administrative Specialist - Geriatrics

Morgantown, WV

Full-time

Onsite

Mid Level

4+ years exp

WVU Medicine is a healthcare organization looking for an Administrative Specialist in their Geriatrics division. This role involves providing a wide range of administrative support functions, coordinating office procedures, and assisting high-level executives in managing their schedules and projects.

Health CareHospitalMedical

Responsibilities

Provides general administrative support functions to assigned Executive(s)

Responsible for program coordination for various Ambulatory Operations projects driven by AVP

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

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

Assists with projects specific to assigned Executive’s area of responsibility

Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested

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, high-ranking military officials, and MD/PhD level consultants

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

Assists in travel arrangements and reimbursement paperwork

Assists the Program Coordinator, Academic Affairs Manager, Administrative Directors, and Assistant Vice President as needed

Maintains proper levels of office inventories to allow staff to complete assigned responsibilities

Monitors and orders dietary supplies as needed for individual meetings, reception, etc. Appropriately reviews and routes invoices for payment

Provides administrative support for other administrative units and functions and willingly helps as needed in the department

Responsible for the updating and monitoring of the department website

Coordinates division events and conferences

Processes patient dismissals at request of provider/department for Administration approval, mail and track USPS certified letter to patient, place provider/department block in EPIC, communicate documentation to HIM. Requires a high degree of privacy/discretion

Compiles accurate statistical, financial or unit activity data for department as assigned. Performs calculations, formulates in final report form; as monitored by report review

Serves as primary and/or backup coder & approver in WebNow invoicing system for multiple cost centers

Coordinates and facilitates New Employee Orientation for the Ambulatory division

Manages and approves payroll for department leadership and ensures correct entry of timecard

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

Qualification

Calendar ManagementMicrosoft OfficeOrganizational SkillsHealthcare ExperienceConfidentialityWriting SkillsCommunication SkillsTranscriptionCritical ThinkingAttention to Detail

Required

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

Maintains a high level of confidentiality at all times

Ability to work independently and exercise good judgment with exemplary attention to detail

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

Strong oral presentation and critical thinking skills required

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

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

Strong Calendar Management Skills