Administrative Assistant - Women's Services

Carilion Medical Center•Roanoke, VA

About The Position

The Administrative Assistant provides a wide range of administrative support to Vice President(s), Physician Chair, department and/or affiliates. This position provides a bridge for smooth communication between the VP's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management and staff. The job duties of the Administrative Assistant include, but are not limited to, the following: Completes a broad variety of administrative tasks for the Vice President/and or Medical Chair(s) including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Screens in-coming phone calls, processes mail, composes letters and reports, and word-processing of presentations and financial data documents. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Maintains all confidential files. Purchases equipment and supplies. Maintains office supplies and equipment. Compiles monthly charges and bills for payment through Accounts Payable. Maintains accounting and budget reports. Creates and maintains databases and spreadsheets. Manages and analyzes reports and data from multiple sources. Navigates internal databases, including Hyperion, Lawson, Health stream and others as required. May be responsible for submitting departmental payroll information. May be KRONOS changer. Plans, coordinates and schedules meetings, conferences and other related activities for VP and Medical Chair for designated areas. Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral.

Requirements

Associate Degree or graduate of a post High School business program
Five (5) years secretarial or related work experience required
Notary Public required
Demonstrated customer service orientation
Proven business writing skills with the ability to compose documents, including correspondence, agendas, minutes, reports, etc
Advanced computer skills in Microsoft software programs, including Word, Excel and PowerPoint, with knowledge of other database and/or presentation software
Excellent communications and organizational skills required
Excellent grammar skills required

Nice To Haves

Professional Secretary Certification preferred

Responsibilities

Managing an extremely active calendar of appointments
Completing expense reports
Composing and preparing correspondence that is sometimes confidential
Arranging complex and detailed travel plans, itineraries, and agendas
Compiling documents for travel-related meetings
Screens in-coming phone calls, processes mail, composes letters and reports, and word-processing of presentations and financial data documents
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Maintains all confidential files
Purchases equipment and supplies
Maintains office supplies and equipment
Compiles monthly charges and bills for payment through Accounts Payable
Maintains accounting and budget reports
Creates and maintains databases and spreadsheets
Manages and analyzes reports and data from multiple sources
Navigates internal databases, including Hyperion, Lawson, Health stream and others as required
May be responsible for submitting departmental payroll information
May be KRONOS changer
Plans, coordinates and schedules meetings, conferences and other related activities for VP and Medical Chair for designated areas
Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral