[Remote] Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. SYSTEM West Virginia University Health System is hiring an Administrative Assistant to support departments and leadership through administrative duties and coordination of complex office procedures. The role handles correspondence, budget and invoice processing, policy updates, scheduling, payroll coordination, and travel arrangements.

Responsibilities

• Assists in coordinating activities involved in the preparation of department correspondence to facilitate on-going communications and efficient departmental operations in an accurate, neat, and timely manner as assigned
• Reconciles monthly budget with monthly analysis report and responsibility statements; updates cost center budget tallies; sends invoices to AP for payment; completion of purchase orders and requisitions; securing quotes for capital budget; completion of expense forms and sending to AP; and completing credit card statements and sending to Accounting
• Updates Policies & Procedures annually, along with all departmental information for each area
• Provides support to employee with forms and information updates
• Screens and refers incoming phone calls and department visitors to ensure that accurate and timely department communications is facilitated and that the unit is presented in a positive manner
• Prepares, maintains and processes proper levels of office supply inventory
• Maintains the schedule for the conference rooms, scheduling staff and committee meetings, conference calls, webex needs, etc. Notifies all parties of the time and place and prepares agendas and minutes as needed. Prepares monthly calendar and/or maintains appointment calendars, documenting accurate times and contacting appropriate individuals
• Functions as Payroll representative for the department. Coordinates all payroll and leave reports of department staff to expedite accurate and timely processing
• Schedules travel arrangements

Skills

• High school diploma or equivalent
• Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience
• Ability to type at least 35 wpm
• Understanding of Microsoft Office Products, Excel, and other systems are need
• This candidate will need a high attention to detail to review compliance documentation, invoicing and timekeeping records

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