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
- Provides confidential secretarial and administrative support to include patient scheduling, data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes.
- Appointment Scheduling, Lab & Ancillary Test Order Entry
- Using excellent customer services skills, patient appointments are scheduled in an efficient and timely manner.
- Demonstrating the ability to schedule clinic appointments by scheduling with 95% accuracy per Performance Improvement reports.
- Demonstrating the ability to order test procedures and schedule other clinic appointments with 98% accuracy per Performance Improvement report.
- Demonstrates knowledge of HMO insurance and other managed care plans according to VCUHS and department procedures.
- Communicates health plan requirements to patients and providers when a referral is needed prior to treatment.
- New Patient appointments: Follow up appointments: Ancillary Services appointments.
- Administrative Support Functions
- Maintains knowledge of departmental and institutional programs and objectives.
- Maintains effective and efficient office communication systems, including mail and e-mail processing, document duplication and telephone answering.
- Maintains office operations by providing cross-coverage for absent office co-workers. Serves as the liaison between the Physician and/or Allied Health Professional and all internal and external contacts.
- Prepares FLMA paperwork for provider's signature.
- Prepares durable medical equipment forms for provider's signature.
- Serves as a resource for internal management and staff by responding to inquiries, resolving problems, sharing expertise, etc.
- Develops relationships with other administrative staff throughout VCUHS to facilitate exchange of information.
- Resolves issues and engages division supervisor and division administrator for outcome.
- Works as a team with other administrative support staff to cover telephones and work assignments to ensure the efficient operations and workflow of office.
- May process travel request to include booking arrangements, authorizations, and reimbursements.
- Coordination of timely and accurate completion of required patient medical/health forms.
- Secretarial Support
- Types and proofs a variety of documents utilizing Microsoft Office applications (Word, Excel, PowerPoint and graphics).
- Answers telephones in a polite and professional manner, identifying self.
- Screens calls by determining nature of call and assists caller by providing appropriate information or referring to appropriate individual for response.
- Provides back-up secretarial and administrative support as required to other department or division staff.
- May open, sort and prioritizes mail. Separates mail to determine response required and initiates draft response for physician and/or allied health professional review.
- Manages Calendar, Schedule & Meeting Arrangements Maintains calendar and determines priority/relevance of meetings, appointments, conferences, etc.
- Keeps physician and/or allied health professional informed on schedule changes.
- Ensures follow through and notification on appointment cancellations and rescheduled meetings.
- Ensures timely notification to division supervisor and division administrator of physician and/or allied health professional absences and cancellations of clinic.
- Maintains Proficiency in Competencies & Mandatory Testing
- Participating in mandatory compliance programs as required. Duties as assigned by supervisor.
- Serving as a mentor and expert with new staff.
- Maintaining high quality standards in office as they pertain to patient care.
- Maintaining awareness and ensuring compliance with regulatory agencies` requirements.
- General Office Support
- Analyzes paperwork and system information to ensure accuracy and/or identifies discrepancies in information; researches discrepancies in matching criteria.
- Coordinates with purchasing, departments and or vendors to obtain missing information or correct inaccurate information.
- Resolves problems in a timely manner by prompt initial contact and diligent follow-up; reports recurring problems to supervisor, administrator.
- Updates phone lists.
- Schedules conference rooms and schedules meetings and conference calls.
- Addresses new employee setup needs.
- Maintains appearance of conference rooms and common areas to receive guests to the department for meetings.
- Performs all communications in a professional, courteous and customer-service oriented manner.
- Performs receptionist duties.
- Submits work requests.
- Types documents and presentations.
- Supports management staff when needed.
Days
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.
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Virginia Commonwealth University Health Systems
Aug 05, 2025