Administrative Assistant

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Three years of administrative/office experience OR

Associate's Degree in Business Administration or other Related field

EXPERIENCE:

1. Two years of experience working face to face with the public

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor's Degree in Business Administration or other Related field

EXPERIENCE:

1. Administrative/office experience in Hospital operations

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 exhaustive list of all responsibilities and duties. Other duties may be assigned.

1. Serves as personal/confidential secretary to the Vice President of Nursing. Maintains the Vice President's appointment book and monthly calendar, answers the telephone for the Vice President's office and keyboards correspondence received from the Vice President via various sources such as oral dictation, Dictaphone, written drafts, ect.

2. Types and maintains all memos, reports, time sheets, correspondence, meeting minutes, notices of meetings, records, and other materials from dictation or rough draft, copies and distributes as necessary.

3. Maintains files, correspondence, records, surveys, consultant reports, computer printout sheets, nursing daily report sheets and time sheets for required period of time.

4. Correlates, types, and maintains the Patient Services Policy/Procedure and Standards Manuals and Department Manuals as delegated by the Committee and approved by the Vice President.

5. Initiates work orders; orders office supplies.

6. Makes arrangements for Patient Services Associates to attend continuing education programs, workshops and seminars as per Policy/Procedure.

7. Acts as a support person for secretarial associates for assistance in completion of projects, assistance in word processing/computer and general secretarial matters.

8. Schedules Patient Services Department meetings, make arrangements for meeting rooms and food, sends out meeting notices, prepares and distributes materials.

9. Serves as receptionist for the Patient Services Administrative Suite in a courteous manner, answers telephone, screens and routes calls appropriately, receives visitors, applicants and Associates and directs them according to their needs

10. Administers the hospital computer education system maintaining files, tables, procedures, etc.

11. Completes time cards as assigned.

12. Collects and verifies all licensure for Registered Nurses and Licensed Practical Nurses and reports all licensure to the State Board of Examiners as required by the State of West Virginia.

13. Maintains a current Notary Public commission and provides notary services for hospital business.

14. Receives and reacts appropriately to inquiries, comments/calls via the telephone or in person from various individuals wishing to communicate with the Vice President of Nursing, Clinical Coordinators, Education and Training Manager and/or Associates and other Associates in the Patient Services area.

15. Assists with orientation of new personnel.

16. Develops and maintains a good working rapport with interdepartmental associates, as well as other associates within the facility, to assure that the department services and activities can be properly maintained.

17. Schedules the hospital's classrooms upon written request from hospital associates in a friendly, courteous manner while attempting to meet the wishes of the requesting party while matching room size, food requirements, etc., with the size of the group

18. Makes photocopies of the classroom requests, giving a copy back to the requesting individual and send copies to Food Service and/or House Services (as appropriate) and files the original copy in Patient Services

19. Facilitates a process for patients who cannot speak English or who are deaf/hard of hearing so they may be able to communicate to the staff or physician

20. Provides a live on site interpreter if possible for the deaf/hard of hearing when needed

21. Processes invoices and conducts payment of invoices when needed

22. Serves as receptionist for the Patient Services Administrative Suite in a courteous manner, answers telephone, screens and routes calls appropriately, receives visitors, applicants and Associates and directs them according to their needs.

23. Ensures that all manuals in the Patient Services office are current and up-to-date.

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. Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping, and feeling are necessary body movements utilized in performing duties throughout the work shift.

2. Must be able to lift, move, and position patients of all weights, with varying amounts of assistance in a fair manner on a regular and recurring basis.

3. Must have hearing ability within normal range.

4. Must be able to read and write legibly in English

5. Visual acuity must be within normal range

6. Must have reading and comprehension ability

7. Must be able to perform heavy work: exerting in excess of 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects.

8. Must have the ability to move freely through the facility to perform daily and special tasks.

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. Must be able to stand for extended periods of time, filing, Xeroxing; sit for long periods of time when keyboarding and completing assigned projects.

2. Must be capable of performing assigned tasks to the best of their ability despite frequent interruptions.

3. Must be capable of working within a confined office space and under fluorescent lighting

4. Exposure to cleaning agents and disinfectants

5. Exposure to high stress and constant interruptions

6. Exposure to electrical current.

7. Exposure to ionizing and non-ionizing radiation

8. Exposure to body fluids, human tissues, contagious diseases, sharps, and explosive gases.

9. Exposure to toxic gas, fumes, and odors.

SKILLS AND ABILITIES:

1. Must be capable of handling information of a confidential nature.

2. Must have excellent public relations skills.

3. Must have the ability to work successfully under highly stressful conditions, and must be capable of adapting to varying workloads and work assignments on a constant basis.

4. Must have the ability to comprehend and perform oral and written instructions and procedures

5. Demonstrates flexibility in response to unexpected changes in work volume, emergencies, staffing or scheduling changes.

6. Must have strong communication skills, written and verbal.

7. Must have ability to prioritize tasks and possess independent decision-making ability

8. Must have basic math skills.

9. Must be able to work weekends, holidays, and all shifts

10. Must have ability to plan, coordinate and supervise the activities of students.

11. Must be proficient in keyboarding, word processing, using/creating spreadsheets

12. Must be able to work independently with minimal supervision

13. Must be proficient in filing, organizing, and production of assigments/projects

14. Must have experience working with Microsoft Office - Word, Excel, Powepoint

Additional Job Description:

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.