Administrative Specialist Pulm

Additional Job Description:

Performs a wide range of skilled administrative duties and coordinates a variety of office procedures in support of assigned division staff. Specializes in calendar and time management work supporting the Assistant Vice President, ambulatory operations and ambulatory directors. Provides clerical support also for other administrative units and functions. Research, analyze and evaluate data of various forms and make recommendations on various specialized projects.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Four (4) years of high level Administrative Experience OR Associate's Degree  AND Two (2) years of high level Executive Office Experience OR Bachelor's Degree.

PREFERRED QUALIFICATIONS:

EXPERIENCE:

1. Work experience in a healthcare and medical environment.

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. Provides general administrative support functions to assigned Executive(s)

2. Responsible for program coordination for various Ambulatory Operations projects driven by AVP.

3. Works independently to assist in the coordination/scheduling for the Executive(s) including schedule of standing meetings and responding to requests for the meeting as requested

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

6. Determines priorities for meetings; schedules meetings; collects agenda items, prepares agenda and composes minutes as requested

7. Coordinates with high level external executives and officials who develop and maintain integral relationships with WVU Medicine and its executive team.  This can include company CEOs, high-ranking military officials, and MD/PhD level consultants

8. 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.

9. Assists in travel arrangements and reimbursement paperwork. 

10. Assists the Program Coordinator, Academic Affairs Manager, Administrative Directors, and Assistant Vice President as needed.

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

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