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WVU Medicine Golisano Children's · 2 days ago

Senior Administration Assistant

Morgantown, WV

Full-time

Onsite

Senior Level

WVU Medicine Golisano Children's is an organization focused on providing quality healthcare services. The Senior Administration Assistant will coordinate and perform administrative functions within the department, manage schedules, and serve as a primary contact for patient interactions.

Hospital & Health Care

Responsibilities

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