(Hybrid) Administrative Assistant - Department Of Medicine

The Department of Medicine at West Virginia University is currently accepting applications for a (Hybrid) Administrative Assistant.

About the Opportunity

Coordinates program purchasing activities, invoice processing, credit card reconciliations and payroll processing. Provides administrative support services to the WVU Positive Health Clinic. Types, edits and composes reports, meeting minutes, and correspondence of routine nature, as well as matters requiring confidentiality. Provide additional administrative support. This may include answering telephones, scheduling meetings, maintaining calendars or other basic administrative assistant duties.

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)
• 24 annual leave (vacation) days per year (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

• Administrative

• Coordinates credit card reconciliation process for the program staff and processes all necessary forms pertaining to travel (e.g. Hotel Receipts, Per-diem, Mileage Reimbursement, Rental Car Receipts, Airfare, and other documents presented). Reviews reports for completeness, accuracy and appropriateness prior to submitting.

• Reviews and approves office order requests. Orders, purchases, receives, and documents receipt of supplies while maintaining adequate program inventory.

• Performs office management duties including payment of rent and utilities, cell phones and iPads for staff for telemedicine.

• Responsible for receiving, sorting, tracking, and distributing all incoming and outgoing correspondence and packages efficiently.

• Creates letters, memos, PowerPoint slides, meeting packets, etc. in support of all program activities.

• Acts as liaison with Information Technology to troubleshoot computer, share drives, fax, telephone, copier, and telemedicine needs.

• Organizes meetings by coordinating attendance, preparing memos, agendas, and meeting minutes, securing location, etc., and coordinating travel as needed. (e.g. Webex, Zoom, Weekly Meetings, Consumer Advisory Board Meetings, HRSA Site Visits / Reviews, retreats, and conferences).

• Communicates with patients, family members and physicians as needed or requested.

• Prepares patient mail outs as needed or requested

• Prepares new patient intake folders.

• Forwards all lab reports, prescription refills and other patient information to appropriate personnel in clinic.

• Assists program staff with preparation of information, articles, reports, pictures, etc. for posting to web site

• Assists with Food Pantry operations/receiving.

• Provides logistical support with community education/testing events.

• May be required to drive to purchase Emergency Financial Assistance Cards, Transportation Cards or to Community Events.

• Other duties as assigned.

• Bachelor's degree required.

• A minimum of one (1) year of office administration or related administrative support experience is required

• 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

• Basic computer knowledge and ability to operate standard office software preferred

• Must be able to maintain confidentiality of all information while performing tasks

• Excellent oral and written communication skills

• Excellent organizational skills

Preferred Qualifications

• Basic mathematical skills
• Prior experience with Microsoft Office Suite software applications, including, but not limited to, Word, Excel, Access, Power Point and Outlook
• Knowledge of medical terminology
• Previous experience with payroll