Administrative Staff Specialist- Otolaryngology- Days

Virginia Commonwealth University Health Systems
expense account
United States, Virginia, Richmond
Jul 25, 2025
As the administrative support person in the department of Otolaryngology/Head & Neck Surgery, the Administrative Staff Specialist provides support to the Chair, faculty, and administrator to support our teaching, research, and clinical programs. This individual is responsible for the daily operations, business affairs, funds, and resources of the department. Responsibilities include but are not limited to managing time & PTO, travel & academic spending, overseeing credentialing & licensure, reporting, etc. Experience in the healthcare setting is highly preferred Key Responsibilities Financial Transactions: Processes travel reimbursements, creates spend authorizations, and perform PCard transactions for Adult ENT providers. Allocate expenses accurately to Professional Expense Account (PEA) budgets. Purchases research supplies via VCU RealSource and serve as backup for MCVP administrative assistants. Submit foundation-related reimbursements and deposits donation checks. Faculty and Staff HR Coordination: Prepares Provider Billing Enrollment packets. Coordinates faculty onboarding with VCU HR central team. Manages recruitment activities including job postings, applicant communications, interview scheduling, and HR coordination. Serves as backup for credentialing and faculty reappointments for both Adult and Pediatric teams. Recruitment and Onboarding Coordination: Assists with planning and execution of candidate visits. Books travel, accommodations, and meals; creates interview and onboarding itineraries. Provides day-of support including escorting candidates to interviews. Timekeeping Support: Serves as backup for staff and faculty timekeeping using API and RealTime systems. *Regulatory, Compliance, and Academic Support: Coordinates quarterly effort certification and annual fixed asset reporting. Supports Promotion and Tenure (P&T) processes including meeting logistics and packet preparation. Manages the annual space survey process. The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include assisting with budget planning; monitoring expenditures; processing accounts receivable; resolving discrepancies with vendors; keeping personnel files in accordance with JCAHO expectations; ordering supplies/equipment and reporting hazards to the appropriate department. This job assists with scheduling appointments, registering patients, resolving patient disputes and answering the telephone. This job verifies insurance but not limited to obtaining referrals and authorization and stays abreast of insurance policies and changes. This job also keeps abreast of Hospital and HR policies as they are implemented. The Administrative Staff Specialist arranges for the repair and maintenance of office equipment, monitors staff attendance and time, and assists staff as needed. The Administrative Staff Specialist facilitates and coordinates the day-to-day administrative activities of the department. This position supports fiscal and time management objectives of the department by coordinating administrative services through effective interactions with the health care team and o Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Five (5) 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: Associate Degree in Business, Accounting or related field from an accredited program Independent action(s) required: Coordinates recruitment activities and scheduling of interviews with applicants. Performs daily activities with minimal supervision. Ability to work in a fast pace environment; proactively resolve problems with minimal supervision. Provide new faculty member orientation. Manage multiple physician calendars and appointments. Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members. Orders supplies/equipment. Arranges for the repair and maintenance of office equipment Supervisory responsibilities (if applicable): N/A Additional position requirements: Work schedule may change based on department's needs Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Physical: Lifting less than 20 lbs. Lifting 20-50 lbs. Activities: Prolonged standing Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking Emotional: Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change Days EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.