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Coordinates and provides support to assigned supervising attorneys and/or other staff in the Healthcare and Transactions/Contracts teams with respect to daily operations, including management and coordination of calendars; answering and distributing phone calls and counsel request inquiries; preparing, organizing, and facilitating mailings; supporting a variety of administrative functions like payroll oversight and other delegated application responsibilities; maintaining case lists and supporting document collection efforts; collecting signatures on contracts and organizing/filing contracts into the contract management system; and performing other administrative and support functions as needed to support the teams’ legal operations.
Maintains and supports the contract database for members of the Transactions/Contracts legal team providing counsel to WVUHS-affiliated entities; provides administrative support as it relates to contract management system.
MINIMUM QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. High School diploma or Equivalent.
PREFERRED QUALIFICATIONS:
EDUCATION, CERTIFICATION, AND/OR LICENSURE:
1. Associates degree in business/office management, secretarial sciences, or related legal field. EXPERIENCE:
1. One (1) year experience in collections or in a law firm.
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.
1. Initiate contact and communication with Circuit Courts, Magistrate Courts and Federal Courts and obtain copies of relevant court documents.
2. Maintain and utilize a contract management system to permit timely review, renewal, amendment and expiration notification of contracts involving WVUHS-affiliated entities.
3. Coordinate activities to ensure smooth operation of the department developing and maintaining contacts with other departments as needed; ensure timely and accurate communication within the department and external to the department as needed; provide excellent customer service; provide information about department, policies, and operation; schedule meetings and maintain appointment calendars.
4. Coordinate or assist in the preparation of contracts, administrative reports, statistical tables, requisitions, and other data gathering for review by or signature of business partners, supervising attorneys, and other staff as assigned.
5. Prepare administrative summaries and special reports; gathers data to support department needs; perform and support departmental purchasing functions which may involve vendor contact or contact with other outside entities in support of the purchasing function; support departmental payroll/personnel processes, including expense reimbursement requests; assist in compiling data for budgetary issues, assists with billing and reimbursement activities.
6. Maintain appropriate departmental filing system and departmental files ensuring ease of access in timely manner to accurate information. Maintain departmental databases and financial data. Compile departmental correspondence and reports in final form.
7. Receive and screen visitors and telephone calls and ensure accurate and timely communications.
8. Screens, evaluates, and prioritizes all incoming telephone calls in such a way that urgent situations are handled in an appropriate manner; answers incoming telephone calls within three rings; responds to general inquiries concerning the activities and operation of the department by relating, or referring to established policies and procedures.
9. Support performance improvement and quality assurance initiatives.
10. Compile and maintain documentation in document retention programs and assist and/or perform letter drafting and/or mailing functions consistent with the needs of attorneys/staff on the Healthcare and Transactions teams.
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. Manual dexterity is used in operating standard office equipment.
2. Prolonged periods of sitting.
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.
SKILLS AND ABILITIES:
1. Ability to type at least 35 wpm.
2. Previous experience with payroll preferred.
3. Basic computer knowledge and ability to operate standard office software.
4. Knowledge of civil judicial proceedings and courts.
5. Knowledge of medical terminology preferred.
6. Good verbal and writing skills.
7. Basic mathematical skills.
8. Excellent organizational skills and attention to detail.
Additional Job Description:
Scheduled Weekly Hours:
40
Shift:
Exempt/Non-Exempt:
United States of America (Non-Exempt)
Company:
SYSTEM West Virginia University Health System
Cost Center:
509 SYSTEM Legal Services
Address:
1240 Suncrest Towne CentreMorgantownWest Virginia
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.
Legal & Compliance (2)