Administrative Assistant

Posting Details

Posting Information


Posting Number
S423P


Working Title
Administrative Assistant


FLSA
Non-Exempt


Pay Grade
3


Advertised Salary
$16.00


Position Status
Full Time


Appointment Length
9 Months


Department
Health Services


Job Summary/Basic Function


This position performs routine administrative tasks to support the work of physicians and other health practitioners, as well as the operations of the health care unit to which assigned. Directly support Director of Student Health Services, a complex department providing health care for all eligible students; support Director of Counseling Services with coordination and scheduling activities.

Minimum Qualifications
• Knowledge and skills in the operation of computers and other standard office equipment
• Ability to use Microsoft Office Suite and a variety of software programs including database management and scheduling software.
• Effective oral and written skills.
• Experience working in organizational structures like higher education.

Equivalent combination of experience and training which provides the required knowledge, skills and abilities may be considered as meeting the minimum qualifications, at the direction of the hiring supervisor.

Preferred Qualifications


Bachelors degree

Posting Date
08/24/2026


Close Date

Special Instructions Summary


Appointment to this position will be contingent upon a satisfactory background check.


We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits , including:

o 13 paid holidays

o 15 days annual leave (vacation) per year

o 18 sick days per year and the flexibility to use that time to care for immediate family members

o Wide range of health insurance and other benefits

o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks

o Tuition waivers for employees and their dependents

Job Duties


Description of Job Duties


This position is responsible for performing a wide variety of routine administrative tasks in a manner that places emphasis on quality of care and customer service. Job responsibilities require the ability to effectively communicate with patient population and staff while demonstrating a high degree of diplomacy and tact. Work is performed under immediate supervision and consists of tasks that are routine, or well-defined, with specific instructions to achieve standards. Decisions are limited to the application of standardized or accepted practices and errors could result in some costs and inconveniences within the affected area.

Budgeting and State Purchasing System

Maintain and monitor budget purchasing agreements, service contracts, etc.; develop and maintain office structure according to institutional policies and procedures, state and federal guidelines; office policies or procedures; provide Director with information regarding post expenditures and vendors to research specifications and prices for purchases; select and purchase office supplies and equipment; prepare all requisitions for purchases; track purchases through system(s) and communicate with vendors, purchasing or other offices to resolve complications; track all transactions and forward to Director; coordinate travel arrangements for staff, including dates, times, destinations and mode of transportation.

Website

Monitor and either directly perform or coordinate with webmaster to update information on Health Center web pages to assure information is complete, accurate and timely; serve as resource person in explaining departmental policies and procedures; compose independently or from verbal instruction correspondence related to meetings (including minutes), receipt of information, transmission of information which requires in-depth understanding of departmental policies, medical procedures and programs.

Software

Develop, write, implement and update commonly used forms for Health Center, utilizing computer software programs (Microsoft Office Suite: Word, Access, Adobe, Excel, etc.); develop, write implement and update internal office procedures to cover mailings ( including e-mail), filing systems, department record-keeping, disposal of patient records, etc.; organize and perform filing of documents; provide/receive copies of documents in accordance with Privacy Policy/ Confidentiality requirements of federal government, state, university, and Health Center.

Scheduling & Communications

Schedule appointments for all Health providers; schedule with appropriate level provider based on understanding of major complaint; receive and screen wide variety of visitors, phone calls and e-mail; refer to other staff members as appropriate or personally provide information required; maintain official calendars for Health and Counseling Centers; communicate with other departments, internal or external groups and individuals in coordinating departmental activities.