Administrative Support Specialist, Rural Health Transformation Program (RHTP)

Reports To: Director (or designee), Rural Health Transformation Program (RHTP)

Location: Charleston, West Virginia

Position Overview:

The West Virginia Rural Health Transformation Program (RHTP) is a comprehensive statewide initiative dedicated to revolutionizing healthcare access, quality, and economic stability across rural communities. The program consists of several interconnected programs focusing on telehealth, transportation logistics, value-based care models, wellness initiatives, and health technology incubation. The RHTP Office is dynamic, mission-driven, and relies on efficient operational support to achieve our ambitious goals. The Administrative Support Specialist must be highly organized, proactive, and detail-oriented to provide essential clerical and operational support to the RHTP team. This role is central to the smooth functioning of RHTP initiatives, ensuring that program managers and directors can focus on high-impact initiatives without administrative bottlenecks.

Core Responsibilities:

• General Clerical Support: Perform general administrative and clerical duties, including filing, data entry, photocopying, scanning, mailing, and maintaining organized physical and digital records.
• Scheduling & Calendar Management: Coordinate meetings, appointments, and travel arrangements for RHTP staff and leadership, managing complex calendars across multiple program areas.
• Communication & Correspondence: Prepare, edit, and distribute internal and external communications, including memos, emails, presentations, and reports. Serve as a primary point of contact for general inquiries.
• Meeting Coordination: Schedule meetings and events, prepare agendas, record minutes, organize necessary materials, and arrange catering/logistics as needed.
• Office Management & Supplies: Manage office supplies inventory, coordinate equipment maintenance, and ensure the general orderliness and efficiency of the RHTP office environment.
• Data Management & Reporting Support: Assist program managers with basic data entry, tracking metrics, and compiling information for grant reporting and performance evaluation.
• Financial & Expense Support: Assist with processing invoices, tracking expenses, reconciling basic financial records, and supporting grant administration documentation.
• Team Collaboration: Work closely with all RHTP program leads (Connected Care Grid, Rural Health Link, Smart Care Catalyst, etc.) to understand their administrative needs and provide reliable support.

Required Qualifications:

• High school diploma or equivalent, Associate’s or Bachelor’s degree preferred.
• Minimum of 3 years of administrative support or clerical experience, preferably within a healthcare, non-profit, or government setting.
• Proficiency in Google Workplace, Microsoft Office Suite, and other standard office technology.

Core Competencies:

• Organizational & Planning Skills: The ability to manage multiple tasks, prioritize effectively, and maintain meticulous organization of physical and digital records, calendars, and schedules.
• Attention to Detail: Meticulousness in performing all clerical duties, including data entry, financial reconciliations, editing communications, and recording meeting minutes, is essential for accuracy in high-stakes initiatives.
• Technology & System Proficiency: Competence in utilizing core office technologies, including the Google Workplace, Microsoft Office Suite, and other standard office equipment, to streamline administrative tasks and support data management.
• Communication Skills: Strong written and verbal communication abilities to serve as a professional point of contact, prepare and edit correspondence, and communicate effectively with diverse internal and external stakeholders.
• Proactivity & Reliability: The initiative to anticipate administrative needs, solve problems independently, manage inventory proactively, and ensure consistent, reliable support to the entire RHTP team without constant oversight.
• Collaboration & Teamwork: The ability to work effectively as part of a team, adapting to different program leads' administrative needs and maintaining a helpful, supportive demeanor within a mission-driven environment.
• Discretion & Professionalism: The capacity to handle confidential information with integrity and maintain a professional demeanor in all interactions, representing the RHTP office effectively.
• Adaptability: The flexibility to adapt to the fast-paced nature of the RHTP programs, handling shifting priorities and evolving administrative needs.
• Commitment to the Governor’s mission of “Stronger Lives, Healthier Choices, and a Better West Virginia.”

Appointment and Compensation:

• This is an exempt (at-will) position under the Department of Health. Compensation will be commensurate with executive-level public service, experience, and qualifications. This position includes full state benefits and travel reimbursement for statewide engagement.
• This position is a full-time, term-limited appointment for a period of up to five (5) years and is contingent upon the award and continued availability of federal funding through the Rural Health Transformation Program. Continued employment beyond the project period is not guaranteed.

Applicants interested in learning more about the program and the State’s proposed approach may review the application materials here: https://governor.wv.gov/rht