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Coordinates and performs administrative functions of the Department. Coordinates and performs assigned special projects.
MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. High School Diploma or equivalent
PREFERRED QUALIFICATIONS:
EXPERIENCE:
1. Experience in clerical work preferred
2. Previous office experience preferred
3. Medical terminology knowledge preferred
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. Schedules appointments and meetings for assigned manager, director or executive. Maintains calendar for assigned manager, director, executive or other support department staff.
2. Provides clerical/secretarial support to manager/director/or executive and staff as assigned.
3. Acts as the initial administrative contact with patients and families regarding follow-up for customer service or patient care complaints. Listens empathetically and documents information in a clear, concise and detailed manner. Relays information to appropriate hospital staff for review.
4. Maintains data base listings (addresses, internal and external contacts, vendor lists etc.)
5. Answers telephone, receives and delivers messages via electronic e-mail, fax, phone or fax.
6. Coordinates and sets-up activities for meetings and special functions. May include but not limited to; internal and external management meetings, luncheons, team outings and other functions as requested.
7. Maintains vendor contact. Reviews invoices to determine accuracy and coordinates payment with accounting department.
8. Welcomes and provides assistance to special visitors.
9. Prepares spreadsheets and presentations as requested. Effectively uses Microsoft and other computer applications, (power point, word, excel).
10. Effectively uses all means of electronic (e-mail, voice mail, paging, phone, and paper memo’s) to relay information to internal and external staff.
11. Records, transcribes and distributes unit based meeting minutes.
12. Completes supply ordering accurately and in a timely manner, following up on backorders as needed.
13. Shares reliable, accurate, concise, relevant information in a timely manner to staff and co-workers.
14. Demonstrates appropriate use of electronic distribution lists.
15. Practices active and receptive listening skills to ensure productive results.
16. Routinely completes mail runs – distributing mail to appropriate areas.
17. Assists with special projects or assignments.
18. Maintains confidentiality in all interactions.
19. Maintains accuracy in Kronos. Reviews assignments and reconciles timecards. Follows up with staff as appropriate to resolve discrepancies. Provides resource support for Kronos to other staff.
20. Constructs staff schedules for assigned units. Prepares schedules by established deadlines. Provides assistance to scheduling coordinator.
21. Follows hospital, state and federal guidelines for ensuring safe environment for workers, patients and public. Ensures compliance by staff to hospital, governmental and insurance regulations.
22. Communicates and interacts with clients, families, visitors, physicians, departmental and hospital staff and the public in general in a manner that demonstrates professionalism and concern for the individuals' need(s).
23. Remains current and responsive to changes in healthcare delivery, standards established by professional organizations, regulatory and accrediting bodies and the needs of the organization.
24. Participates in the processes to assess and improve the services provided and compliance with regulatory requirements. Reports results assessment and improvement processes to the appropriate administrative levels.
25. Willingly accepts assignments within scope of practice, skill set and level of competence.
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. Must meet Department of Labor’s MEDIUM duty standard (MEDIUM WORK- exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly)
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. May be scheduled to work various shifts based on departmental needs.
2. May be required to travel between facilities/buildings.
SKILLS AND ABILITIES:
1. Able to use a computer keyboard, monitor and mouse.
2. Able to answer telephones and transcribe messages.
3. Able to bend, stoop, reach and be capable of normal rotation, standing and walking for an 8-10 hour shift.
4. Able to lift 40 pounds from floor to waist.
5. Good customer service skills and teamwork attitude
6.Knowledge of medical terminology and the computer.
Additional Job Description:
Scheduled Weekly Hours:
40
Shift:
Exempt/Non-Exempt:
United States of America (Non-Exempt)
Company:
USC Healthy Minds
Cost Center:
3168 USC Grant MI Day Support
Address:
6 Hospital Plaza
Clarksburg
West Virginia
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.
Top Skills
What We Do
The WVU Health System, which operates under the brand name WVU Medicine, is comprised of 22 member, managed, and affiliated hospitals in West Virginia, Maryland, Ohio, and Pennsylvania. It is West Virginia’s largest healthcare system and largest private employer with more than 2,500 licensed beds, 4,900 providers, approximately 30,000 employees, and more than $5 billion in total operating revenues.
It includes:
• J.W. Ruby Memorial Hospital in Morgantown (flagship), including WVU Medicine Children’s in Morgantown and Fairmont Medical Center in Fairmont;
• United Hospital Center in Bridgeport;
• Camden Clark Medical Center in Parkersburg;
• Berkeley Medical Center in Martinsburg;
• Barnesville Hospital in Barnesville, Ohio;
• Braxton County Memorial Hospital in Gassaway;
• Garrett Regional Medical Center in Oakland, Maryland;
• Harrison Community Hospital in Cadiz, Ohio;
• Jackson General Hospital in Ripley;
• Jefferson Medical Center in Ranson;
• Potomac Valley Hospital in Keyser;
• Princeton Community Hospital in Princeton, including The Behavioral Health Pavilion in Bluefield;
• Reynolds Memorial Hospital in Glen Dale;
• Saint Francis Hospital in Charleston;
• St. Joseph’s Hospital in Buckhannon;
• Summersville Regional Medical Center in Summersville;
• Thomas Memorial Hospital in South Charleston;
• Uniontown Hospital in Uniontown, Pennsylvania;
• Wetzel County Hospital in New Martinsville;
• Wheeling Hospital in Wheeling;
• And five institutes – the WVU Cancer Institute, the WVU Critical Care and Trauma Institute, the WVU Eye Institute, the WVU Heart and Vascular Institute, and the WVU Rockefeller Neuroscience Institute.
The WVU Health System also provides management services to Grant Memorial Hospital in Petersburg.
For more information, visit WVUMedicine.org
