Administrative Assistant I

Riverside Hospital•Williamsburg, VA

13d

About The Position

Provides administrative support to one or more department-level managers, including department or facility directors and managers. The role supports meeting preparation, calendar management, travel arrangements, invoice and purchase-order processes, customer service, phone support, file management, meeting support, and data entry. The position may also be assigned timekeeping responsibilities and requires proficiency with Microsoft Office and other software as needed. The incumbent applies Riverside Care Difference principles in all interactions. The work includes reception and customer service; handling calls, messages, and mail; coordinating calendars, meetings, appointments, and special events; and preparing meeting rooms and materials. The position may arrange travel accommodations and special meeting-room needs. It may also use information technology systems for timekeeping, billing, data entry, and information retrieval. Additional duties include monitoring and ordering office supplies, supporting accurate departmental accounting and timely submission of invoices and other payments, maintaining organized paper and electronic filing systems, and preparing reports, correspondence, and memos as needed.

Requirements

High school diploma or GED.
Two years of administrative assistant, secretary, or office experience.
Microsoft Office skills and proficiency with the Microsoft Office Suite.
Organization and time-management skills.
Good interpersonal and customer-service skills.

Responsibilities

Provide administrative support to department or facility directors and managers.
Perform reception duties, greet visitors, provide customer service, answer and refer phone calls, take messages, and distribute mail.
Manage calendars and coordinate meetings, appointments, and special events.
Reserve and prepare meeting rooms and coordinate meeting setup and materials; arrange travel accommodations and special meeting-room needs as needed.
Use information technology systems for duties such as timekeeping, billing, data entry, and information retrieval.
Monitor office-supply inventory and place or expedite orders as needed.
Support departmental accounting by accurately coding and submitting invoices, check requests, PCard receipts, petty cash, and payments; follow up on outstanding invoice-payment inquiries.
Develop and maintain organized paper and electronic filing and retrieval systems.
Prepare reports, correspondence, and memos as needed.
May perform timekeeping responsibilities.