Administrative Assistant - Department of Surgery

Carilion Clinic•Roanoke, VA

14h•Onsite

About The Position

The Administrative Assistant for The Department of Anesthesia provides high-level administrative and operational support to senior leadership (Vice President, Physician Chair, department and/or affiliates), ensuring efficient coordination of activities, communication, and departmental operations. The Administrative Assistant Provides administrative support to Vice President(s), Physician Chair, and department leadership. Manages complex calendars, schedules meetings, and coordinates travel arrangements. Prepares correspondence, reports, presentations, and other confidential materials. Screens calls, manages communications, and routes information appropriately. Prioritizes competing demands and ensures timely completion of tasks and projects. Maintains confidential files and sensitive information. Manages office supplies, equipment, and purchasing processes. Prepares and tracks budgets, expenses, and accounts payable documentation. Creates and maintains databases, spreadsheets, and reports. Navigates internal systems. Coordinates meetings, conferences, and events, including preparation of materials. Supports payroll processes and timekeeping functions as assigned. Assists with research, reporting, and administrative projects. Coordinates communications such as newsletters and organizational updates. Supports community partnerships, events, and organizational initiatives. Organizes employee recognition and departmental events. Maintains professionalism and effective communication with all stakeholders. Has excellent customer service and interpersonal skills.

Requirements

Associate degree required or 2 years of experience may be considered in lieu of degree.
Minimum of 5 years of administrative assistant or related experience required.
Strong customer service orientation and advanced business writing skills.
Proficiency in Microsoft Office applications.
Excellent communication, organizational, and grammar skills.
Ability to manage multiple priorities and maintain confidentiality.

Responsibilities

Provides administrative support to Vice President(s), Physician Chair, and department leadership.
Manages complex calendars, schedules meetings, and coordinates travel arrangements.
Prepares correspondence, reports, presentations, and other confidential materials.
Screens calls, manages communications, and routes information appropriately.
Prioritizes competing demands and ensures timely completion of tasks and projects.
Maintains confidential files and sensitive information.
Manages office supplies, equipment, and purchasing processes.
Prepares and tracks budgets, expenses, and accounts payable documentation.
Creates and maintains databases, spreadsheets, and reports.
Navigates internal systems.
Coordinates meetings, conferences, and events, including preparation of materials.
Supports payroll processes and timekeeping functions as assigned.
Assists with research, reporting, and administrative projects.
Coordinates communications such as newsletters and organizational updates.
Supports community partnerships, events, and organizational initiatives.
Organizes employee recognition and departmental events.
Maintains professionalism and effective communication with all stakeholders.
Has excellent customer service and interpersonal skills.