Administrative Specialist

Additional Job Description:

Job Description Summary:

The Administrative Assistant provides direct support to both the Manager of the Family Resource Center (FRC) and the Director of Children's Miracle Network (CMN) at WVU Medicine Children's. This dual-role position supports critical family and community engagement efforts by managing administrative tasks, coordinating logistics, and ensuring smooth day-to-day operations across both departments.

Job Description:

MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1.High school diploma or equivalent.
EXPERIENCE:
2.Two (2) years additional training or related experience OR One (1) year of secretarial training may substitute for experience.

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.
Children's Miracle Network (CMN):
1.Assist with planning and execution of Children's Miracle Network (CMN) programs, including coordination of Extra Life and Dance Marathon partnerships. This includes supporting efforts with student and community groups, communication and promotional materials, and helping execute in-person and virtual events tied to each campaign.
2.Provide administrative and operational support for fundraising activities, including accurately tracking and organizing receipts, submitting expense reports, and assisting with monthly and annual budget reconciliation using Workday and Foundation-specific financial systems. Ensure compliance with internal financial policies and assist in maintaining proper documentation for audits and reporting purposes.
3.Support event coordination and partner engagement, including scheduling and preparing for meetings with key stakeholders, maintaining up-to-date records of donor and partner interactions, ordering and organizing event supplies, and ensuring timely delivery of materials.
Family Resource Center (FRC):
4.Manage supply ordering and inventory for the Family Resource Center, including monitoring stock levels, placing orders for approved items, organizing deliveries, and ensuring timely restocking of essential materials. Maintain accurate inventory records and work within established budget guidelines to support the day-to-day operations of the center.
5.Coordinate and retrieve donor-funded food deliveries on scheduled days, ensuring timely pick-up, accurate documentation, and proper storage or distribution of items according to food safety standards. Serve as a liaison with community partners and donors to confirm delivery logistics and maintain positive relationships.
6.Provide on-site coverage and operational support of the Family Resource Center, including opening and closing the center, addressing routine inquiries from families and staff, troubleshooting issues as they arise, and escalating concerns appropriately. Ensure continuity of service and uphold established procedures during PTO or other absences.
7.Support a welcoming, safe, and organized environment for patients and families, ensuring that all public areas are clean, stocked, and accessible. Greet families in a compassionate and professional manner, offer assistance as needed, and help connect them with appropriate resources or services offered through the center.

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.Ability to lift, push or pull 10-15 pounds.
2.Ability to sit for long periods of time.

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.Standard office environment.

SKILLS & ABILITIES:
1.Ability to type at least 35 wpm.
2.Understanding of Microsoft Office Products, Excel, and other systems as needed.

Scheduled Weekly Hours:

Shift:

Exempt/Non-Exempt:

Company:

Cost Center:

Address:

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.