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Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of the Department Vice Chairpersons and Department Associate Administrators. Specializes in clerical work supporting Department Faculty, Residents, and APPs (if needed).

Provides administrative/secretarial support to the Regional Administrator or Chief Executive Officer and performs diversified administrative and secretarial functions.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Experience OR Bachelor’s Degree.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate’s Degree

EXPERIENCE:

1. 3 years of experience in an office setting.

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. Provide support to the Department of Medicine Vice Chairpersons.

2. Schedules and confirms meeting dates and facilities for the Department Vice Chairs. Schedules and confirms travel arrangements, obtains receipts, prepares and submits travel expense forms for reimbursement. Prepares daily schedules and folder of materials pertaining to meetings and appointments for the day. Assists Vice Chairs with meeting deadlines, maintaining schedule, responding to correspondence and telephone calls, following up on pending matters, etc. and brings these to his/her attention. Maintains a tracking system on matters involving the Department Vice Chairs and monitor for status of ongoing issues.

3. Coordinates Department of Medicine annual events in partnership with the respective Vice Chair (Awards Ceremony, Research Day, DiBartolomeo Education Conference).

4. Schedules and confirms Outlook calendar for the Department Vice Chairs and Associate administrators.

5. Prepares and distributes agenda for Department of Medicine department meetings. Records minutes, prepares and distributes.

6. Coordinates programs and projects under the direction of the academic or clinical Vice Chairs. Maintains accurate records and databases for these areas. Must be able to exercise discretion and a high level of confidentiality.

7. Works in partnership with Senior Executive Assistant to support Chairman and Steering Committee activities, meetings, etc.

8. Works with WVU Medicine Physician recruitment to schedule and coordinate itineraries for faculty applicants meeting with Vice Chairs of Department of Medicine.

9. Act as department contact to remind faculty, residents, and APPs to complete CBLs, flu shots, chart closure, etc.

10. Completes a wide range of tasks using Microsoft Office products such as letters, memoranda, policies, reports, notes, or drafts of dictation, in an accurate, neat and timely manner as assigned.

11. Coordinates activities involved in the preparation and distribution of correspondence to facilitate on-going communications and efficient operations for department.

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

13. 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.

14. Maintains appropriate records and established filing system to ensure the expeditious retrieval so that division staff can accomplish their responsibilities.

15. Provides general secretarial support functions to assigned department staff to ensure efficient utilization of time.

16. Schedules meetings, prepares monthly calendars or maintains appointment calendars, documenting times and contacting appropriate individuals, prioritizing as needed, and exercising judgment concerning importance and sensitivity of persons and issues.

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

18. Schedules travel arrangements and coordinates related activities such as plane tickets, hotel, car rentals, etc., and prepares travel requisitions.

19. Seeks educational and training opportunities.

20. 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.

21. 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.

22. Maintains office equipment (i.e. copier, shredder, phone system, video equipment) and make appropriate service calls in a timely manner as not to interfere with workflow.

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. Able to sit for long periods of time at a computer.

2. Walk distances within complexes.

3. Able to life 25 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. Normal office environment.

SKILLS AND ABILITIES:

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

2. Maintains a high level of professionalism and confidentiality at all times.

3. Strong computer skills, communication skills, writing skills, organizational skills are required. Demonstrated proficiency in Microsoft Office software (including but not limited to, Word, Outlook, Excel, and PowerPoint).

4. Experience in a high-level executive office setting.

5. Ability to learn new software and updates.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four years of high level Administrative Experience OR Associate’s Degree AND Two years of high level Executive Office Experience OR Bachelor’s Degree.

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 confidential administrative support to the Regional Administrator or CEO.

2. Maintains the Regional Administrator or CEO’s daily appointment calendar; Makes travel and lodging arrangements as required.

3. Types correspondence, reports, memoranda, special projects, technical papers and related material for department staff as requested as approved by the Regional Administrator or CEO.

4. Composes letters and memoranda from dictation, verbal direction or from knowledge of hospital policy and procedures.

5. Records meeting minutes to maintain an accurate record of decisions.

6. Answers telephone and provides information in accordance with hospital policy.

7. Collects and prepares information for the Regional Administrator or CEO’s use in discussions and meetings with executive staff members and outside individuals.

8. Follows standard precautions at all times.

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. Ability to sit for long periods of time.

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. 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)

3. Experience in a high-level executive office setting.

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

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:

8075 UHA Medicine Admin

Address:

1 Medical Center Drive

Morgantown

West Virginia