ADMINISTRATIVE ASSISTANT

Carilion Clinic•Roanoke, VA

About The Position

The Administrative Assistant provides a wide range of administrative support to Senior Vice President(s)/Vice President(s), department and/or affiliates. This position provides a bridge for smooth communication between the SVP's/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 Senior Vice President/Vice President 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 and minimal supervision/guidance. 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 Workday, UKG Pro Workforce, ServiceNow and others as required. May be responsible for submitting departmental payroll information. May be a UKG Pro Workforce time editor. Plans, coordinates and schedules meetings, conferences and other related activities for SVP and VP 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

Completes a broad variety of administrative tasks for the Senior Vice President/Vice President 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 and minimal supervision/guidance.
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 Workday, UKG Pro Workforce, ServiceNow and others as required.
May be responsible for submitting departmental payroll information.
May be a UKG Pro Workforce time editor.
Plans, coordinates and schedules meetings, conferences and other related activities for SVP and VP for designated areas.
Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral.