WVUHS Executive Assistant NE

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

2. 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.

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

4. 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.

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

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

7. Provides general secretarial support functions to assigned division staff to ensure efficient utilization of time.

8. 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.

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

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

11. Assists with projects specific to assigned Executive's area of responsibility.

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

13. Seeks educational and training opportunities.

14. 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.

15. Serves as liaison between Hospital departments, Human Resources, and Union office regarding grievances.

16. Reviews correspondence, memoranda and reports prepared by others for the assigned division staff's signature for format, typographical accuracy, compliance with procedural instructions and to ensure that necessary background material is attached. Handles bulk mailings in a timely manner.

17. 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.

18. Manages meetings for several conference room calendars.

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

20. Assists the Coordinator of Administration as needed.

21. Train new staff on operation and maintenance of office equipment and all else necessary.

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. High degree of concentration required.

2. Ability to sit for long periods of time.

3.Ability to lift, push or pull 10-15 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. 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:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

WVU Medicine is proud to be an Equal Opportunity employer. We value diversity among our workforce and invite applications from all qualified applicants regardless of race, ethnicity, culture, gender, sexual orientation, sexual identity, gender identity and expression, socioeconomic status, language, national origin, religious affiliation, spiritual practice, age, mental and physical ability/disability or Veteran status.