Administrative Assistant - Department Of Pediatrics/Genetics

The Department of Pediatrics/Genetics at West Virginia University is currently accepting applications for an Administrative Assistant.

About the Opportunity

Performs a wide range of administrative duties and coordinates a variety of complex office procedures in support of the department(s) and leadership

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Assist the Clinical Nurse Coordinator with virtual fax management and scheduling of all incoming referrals.
• Coordinate patient appointments and genetic services related to testing, consultations, and follow-up care.
• Provide administrative support to the Genetics team, including scheduling and organization of patient appointments.
• Prepare and coordinate departmental correspondence to support ongoing communication and efficient departmental operations.
• Maintain the monthly Pediatric Genetics/Ruby Genetics on-call schedule within the SPOK on-call system.
• Monitor and respond to patient and referring provider voicemail messages, including rescheduling appointments and providing referral status updates.
• Serve as the WVU State Payroll representative for the department, coordinating payroll and leave reporting to ensure accurate and timely processing.
• Maintain appropriate office supply inventory levels and process supply orders as needed.
• Coordinate provider travel arrangements for conferences, outreach clinics, and other business-related activities.
• Reconcile division procurement card transactions through WVU MyExpenses.
• Process travel reimbursements for providers attending outreach clinics, conferences, and other approved travel activities.
• Prepare agendas, record meeting minutes, and distribute related documentation for divisional meetings.

Pay Grade: 15

• Bachelor's degree
• A minimum of one (1) year of administrative support experience.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Excellent oral and written communication skills.
• Excellent customer service and telephone etiquette.
• Must have reading and comprehension ability.