WVU Medicine
Senior Executive Assistant - Non-Exempt
WVU Medicine, Morgantown, West Virginia, United States, 26506
Executive Assistant
Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Officer and/or Vice Presidents. Specializes in clerical work supporting the Chief Officer and/or Vice Presidents areas of responsibility. Research and analyze and evaluate data of various forms and make recommendations on various specialized projects. Also provides clerical support for other administrative units and functions. Minimum Qualifications: 1. High School Diploma or Equivalent
AND
Four years of high level Administrative Experience
OR
Associates Degree
AND
Two years of high level Executive Office Experience
OR
Bachelors Degree. Preferred Qualifications: 1. Bachelors Degree in Business Administration, Health Administration preferred 2. Work experience in a health care and medical environment preferred. Core Duties and Responsibilities: 1. Works independently to initiate and complete Executive support functions for senior/executive leadership. Acts independently as a representative to hospital leadership. 2. Responds to requests for information from a variety of senior/executive level leaders. 3. Independently screens phone and face to face requests for the senior/executive leadership of WVUH. 4. Works independently to assist in the coordination/scheduling for their senior/executive including scheduling of standing meetings, responding to requests for meetings as requested. 5. Meets all assigned deadlines. 6. Assist senior/executive develop and gather data for specific projects. 7. Collects agenda items, prepares agenda and composes minutes as requested. Collects information and creates reports from established data and/or departments. 8. Establish and maintain office files and records and assembles information from these and other sources. Archives files independently as appropriate. 9. Prints meeting materials and prepares meeting folders for internal and external meetings of the senior/executive leadership. 10. Researches and compiles information as requested from senior/executive. 11. Works independently drafting personal and business correspondence, letter and memos as requested. Proofreads all typed correspondence prior to submittal or distribution. 12. Compiles accurate statistical, financial or unit activity data for department as assigned. 13. Coordinates travel arrangements as needed and prepares travel reimbursement for signature. 14. Participates in cross-training with all support other support staff in hospital. 15. Prioritizes mail, messages, inquiries, etc. for senior/executives action or response. 16. Works with management to coordinate and identify educational and training opportunities. 17. Represents executive and organization in a positive way. Physical Requirements: 1. The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) and also in responding to receiving and screening of callers via the phone and/or in person, as well as in coordinating of events that require constant time commitment and good organizational skills. Must be mentally alert and responsive. 2. Ability to sit for long periods of time. 3. Ability to lift, push or pull 10-15 pounds. Working Environment: 1. Strong computer skills, communication skills, organization skills, and transcription are required. Knowledge of basic business principles and the ability to utilize Microsoft Office and database applications as appropriate. Skills and Abilities: 1. Maintains a high level of confidentiality at all times. 2. Ability to work independently and exercise good judgment with exemplary attention to detail. 3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives. 4. Strong oral presentation and critical thinking skills required. 5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.
Performs a wide range of skilled clerical duties and coordinates a variety of office procedures in support of a Chief Officer and/or Vice Presidents. Specializes in clerical work supporting the Chief Officer and/or Vice Presidents areas of responsibility. Research and analyze and evaluate data of various forms and make recommendations on various specialized projects. Also provides clerical support for other administrative units and functions. Minimum Qualifications: 1. High School Diploma or Equivalent
AND
Four years of high level Administrative Experience
OR
Associates Degree
AND
Two years of high level Executive Office Experience
OR
Bachelors Degree. Preferred Qualifications: 1. Bachelors Degree in Business Administration, Health Administration preferred 2. Work experience in a health care and medical environment preferred. Core Duties and Responsibilities: 1. Works independently to initiate and complete Executive support functions for senior/executive leadership. Acts independently as a representative to hospital leadership. 2. Responds to requests for information from a variety of senior/executive level leaders. 3. Independently screens phone and face to face requests for the senior/executive leadership of WVUH. 4. Works independently to assist in the coordination/scheduling for their senior/executive including scheduling of standing meetings, responding to requests for meetings as requested. 5. Meets all assigned deadlines. 6. Assist senior/executive develop and gather data for specific projects. 7. Collects agenda items, prepares agenda and composes minutes as requested. Collects information and creates reports from established data and/or departments. 8. Establish and maintain office files and records and assembles information from these and other sources. Archives files independently as appropriate. 9. Prints meeting materials and prepares meeting folders for internal and external meetings of the senior/executive leadership. 10. Researches and compiles information as requested from senior/executive. 11. Works independently drafting personal and business correspondence, letter and memos as requested. Proofreads all typed correspondence prior to submittal or distribution. 12. Compiles accurate statistical, financial or unit activity data for department as assigned. 13. Coordinates travel arrangements as needed and prepares travel reimbursement for signature. 14. Participates in cross-training with all support other support staff in hospital. 15. Prioritizes mail, messages, inquiries, etc. for senior/executives action or response. 16. Works with management to coordinate and identify educational and training opportunities. 17. Represents executive and organization in a positive way. Physical Requirements: 1. The position takes a high degree of concentration both mentally in quick turnaround of written material (data collection reports, timely correspondence [response turnaround anticipated the same day], etc.) and also in responding to receiving and screening of callers via the phone and/or in person, as well as in coordinating of events that require constant time commitment and good organizational skills. Must be mentally alert and responsive. 2. Ability to sit for long periods of time. 3. Ability to lift, push or pull 10-15 pounds. Working Environment: 1. Strong computer skills, communication skills, organization skills, and transcription are required. Knowledge of basic business principles and the ability to utilize Microsoft Office and database applications as appropriate. Skills and Abilities: 1. Maintains a high level of confidentiality at all times. 2. Ability to work independently and exercise good judgment with exemplary attention to detail. 3. Demonstrated advanced organizational skills with the ability to prioritize multiple activities and follow thru to completion. Ability to assist with developing, articulating and documenting short and long-term goals and objectives and tracking progress toward meeting those goals and objectives. 4. Strong oral presentation and critical thinking skills required. 5. Excellent writing skills required in order to prepare memos/letters/correspondence and administrative reports to develop policies and procedures and respond to critical issues for the senior/executive.