Administrative Specialist - Office Support

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Additional Job Description:

The Administrative Specialist – Office Support position is responsible for the coordination and activities of all office and administrative processes at Mon EMS. They will foster a culture of customer service, exceptional attention to detail, and efficiency. They will identify, evaluate, improve, and systematically implement compliant processes and procedures to reduce workload and improve quality. They will constantly identify inefficiencies and work to improve and perfect office efficiency and improve patient, vendor, employee, and public interactions. They will support multiple leaders in the performance of their duties. The incumbent must be able to manage multiple tasks simultaneously and constantly reprioritize needs as situations dictate. This position works with highly confidential information and must be a self-starter, dependable, can multi-task and be a team player while displaying a high level of professionalism, organization, critical thinking and attention to detail.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Possession of a high school diploma or General Education Diploma (GED)

2. Valid driver’s license

EXPERIENCE:

1. 3-5 years of administrative/secretarial experience required.

PREFERRED QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associates degree from a regionally accredited post-secondary educational institution.

EXPERIENCE:

1. 6-10 years in administrative/secretarial experience.

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 general administrative support to various leaders and office staff

2. Efficient and effective oral and written communicator, distributing internal communications

3. Answering phones and routing calls to the correct person or taking messages

4. Coordinate, implement, and complete special projects

5. Sensitivity to confidential matters

6. Oversee general office equipment maintenance and coordination (postage meters, copiers, etc.)

7. Preparing reports, memos, letters, and other documents

8. Liaise with teams across the agency

9. Troubleshooting a variety of situations

10. Coordinate and manage travel arrangements and prepare detailed itineraries

11. Coordinate, schedule, and document meetings

12. Opening, sorting and distributing incoming mail, faxes, emails, and other correspondence.

13. Maintain an office setup that optimizes workflow

14. Monitor a variety of office projects and processes

15. Manage multiple calendars

16. Greeting visitors and deciding if they should be able to meet with executives.

17. Reading and analyzing incoming memos, submissions, and distributing them as needed.

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. Extended periods of sitting.

2. Extended periods of computer usage.

3. Frequent lifting and/or carrying objects weighing up to 10 pounds with a maximum lifting of 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. Essential functions are regularly performed without exposure to adverse environmental conditions; performance of functions in the field may require exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, smoke, temperature and noise extremes, hazardous materials, fire, unsafe structures, heights, confined spaces, machinery, vibrations, electric currents, traffic hazards, bright/dim lights, toxic agents, human bites, explosives, water hazards, violence, disease, pathogenic substances, or rude/irate people.

SKILLS AND ABILITIES:

1. Ability to effectively communicate verbally and in writing.

2. Ability to utilize computing systems that are required for essential job functions. This includes but is not limited to:

i. Web-based learning platforms

ii. Scan and attach documentation to electronic systems

iii. Sending and receiving email communications with and without attachments.

iv. General office programs such as Microsoft Office or similar software including but not limited to: Word, Excel, Outlook, OneNote, SharePoint

3. Reliable and self-motivated.

4. Ability to understand and solve complex problems.

5. Exceptional organizational skills with a high attention to detail.

6. Flexibility and ability to work on multiple projects.

7. Ability to follow a standardized call intake process.

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.