Grant Memorial Hospital is hiring: Administrative Assistant in Petersburg

Overview

Join to apply for the Administrative Assistant role at Grant Memorial Hospital.

Welcome! We’re excited you’re considering an opportunity with us. To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you’ll find other important information about this position.

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.

• 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 (e.g., dictation, written drafts, etc.).
• Types and maintains memos, reports, time sheets, correspondence, meeting minutes, notices of meetings, records, and other materials from dictation or rough draft, copies and distributes as necessary.
• Maintains files, correspondence, records, surveys, consultant reports, computer printout sheets, nursing daily report sheets and time sheets for required period of time.
• 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.
• Initiates work orders; orders office supplies.
• Makes arrangements for Patient Services Associates to attend continuing education programs, workshops and seminars as per Policy/Procedure.
• Acts as a support person for secretarial associates for assistance in completion of projects, word processing/computer and general secretarial matters.
• Schedules Patient Services Department meetings, makes arrangements for meeting rooms and food, sends out meeting notices, prepares and distributes materials.
• Serves as receptionist for the Patient Services Administrative Suite; answers telephone, screens and routes calls, receives visitors, applicants and Associates and directs them accordingly.
• Administers the hospital computer education system maintaining files, tables, procedures, etc.
• Completes time cards as assigned.
• 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.
• Maintains a current Notary Public commission and provides notary services for hospital business.
• Receives and responds to inquiries from various individuals wishing to communicate with the Vice President of Nursing, Clinical Coordinators, Education and Training Manager, and/or Associates.
• Assists with orientation of new personnel.
• Develops and maintains a good working rapport with interdepartmental associates to ensure department services and activities can be properly maintained.
• Schedules the hospital’s classrooms upon written requests, coordinating room size, food requirements, etc., with group size.
• Facilitates classroom supply management, including photocopying requests and distribution.
• Provides an on-site interpreter for deaf/hard-of-hearing when needed; assists patients who cannot speak English.
• Processes invoices and conducts payment of invoices when needed.
• Ensures that all manuals in the Patient Services office are current and up-to-date.

Minimum Qualifications

Education, Certification, and/or Licensure

• High School Diploma or Equivalent AND Three years of administrative/office experience OR Associate’s Degree in Business Administration or other related field

Experience

• Two years of experience working face to face with the public

Preferred Qualifications

Education, Certification, and/or Licensure

• Bachelor’s Degree in Business Administration or other related field

Experience

• Administrative/office experience in Hospital operations

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.

• Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, grasping, and feeling.
• Must be able to lift, move, and position patients of all weights, with varying amounts of assistance.
• Must have hearing ability within normal range.
• Must be able to read and write legibly in English; visual acuity must be within normal range.
• Must have reading and comprehension ability.
• 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.
• 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.

• Must be able to stand for extended periods; filing, Xeroxing; sit for long periods of time when keyboarding and completing projects.
• Capable of working within a confined office space and under fluorescent lighting.
• Exposure to cleaning agents and disinfectants; high stress and frequent interruptions.
• Exposure to electrical current, ionizing and non-ionizing radiation; exposure to body fluids, human tissues, contagious diseases, sharps, and explosive gases; exposure to toxic gas, fumes, and odors.

Skills and Abilities

• Capable of handling confidential information.
• Excellent public relations and communication skills (written and verbal).
• Ability to work under highly stressful conditions and adapt to varying workloads.
• Ability to comprehend and perform instructions and procedures; ability to prioritize tasks and make independent decisions.
• Flexibility in response to changes in volume, emergencies, staffing or scheduling changes.
• Proficiency in keyboarding, word processing, and creating spreadsheets; working knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Ability to work weekends, holidays, and all shifts; ability to plan, coordinate and supervise activities of students; ability to work independently with minimal supervision.

Additional Information

• Scheduled Weekly Hours: 40
• Shift: Day (United States of America)
• Exempt/Non-Exempt: United States of America (Non-Exempt)
• Company: GMH Grant Memorial Hospital
• Cost Center: 91 GMH Nursing Admin
• Address: 117 Hospital Drive, Petersburg, West Virginia

Equal Opportunity Employer

WVU Health System and its subsidiaries are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, age, disability, citizenship, service in the uniformed services, genetic information, or any other characteristic protected by law. This policy applies to all terms and conditions of employment.

Note: This description reflects the essential functions of the role and is not exhaustive.