The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves to invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into system to assist in procurement of equipment, software and services; tracks and monitors purchase orders; updates and maintains records of financial transactions and vendor contracts; and other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting-related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility.
The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures. This position may have a dual reporting line.
Licensure, Certification, or Registration Requirements for Hire: N/A
Licensure, Certification, or Registration Requirements for continued employment: N/A
Experience REQUIRED:
Minimum of two (2) years of previous secretarial/administrative work experience in an office setting
Previous experience with Microsoft Office applications and e-mail/calendaring
Experience PREFERRED:
Three (3) years of previous secretarial/administrative work experience in an office setting
Previous experience in an academic health care setting
Education/training REQUIRED:
High School Diploma or equivalent
Education/training PREFERRED:
Post High School coursework in Business, Accounting or closely related field
Independent action(s) required:
Independently performs administrative and secretarial duties
Seeks guidance and direction from supervisor when needed
Supervisory responsibilities (if applicable): N/A
Additional position requirements:
Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs.
Age Specific groups served: N/A
Physical Requirements (includes use of assistance devices as appropriate):
Physical: Lifting 50-100 lbs.
Activities: Prolonged sitting, Walking (distance), Repetitive motion
Mental/Sensory: Strong recall, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking
Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Able to adapt to frequent, change
Compensation Range
$17.25 - $26.39
Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.
EEO Employer/Disabled/Protected Veteran
