Administrative Assistant- Endocrinology Department- Days

VCU Health•Richmond, VA

2d•Onsite

About The Position

The Administrative Assistant provides confidential secretarial and administrative support to the Endocrinology Department. This role involves data entry and coordination, managing mailings, general office tasks, scheduling meetings, and generating meeting minutes. Responsibilities include researching and resolving invoice and payment issues related to purchase orders and vendor invoices, entering purchase orders into the system, tracking and monitoring purchase orders, and updating/maintaining records of financial transactions and vendor contracts. The position also performs fiscal, bookkeeping, and accounting-related duties, preparing and maintaining fiscal and accounts payable records and reports. The Administrative Assistant represents the department, requiring strong communication, accountability, and responsibility. They ensure accurate scheduling of activities, meetings, and events, provide timely information, and handle sensitive information daily while maintaining confidentiality. This role requires independent discretion, judgment, accuracy, orderliness, and timeliness within established guidelines and procedures, as well as learning and applying VCUHS policies and procedures. This position may have a dual reporting line and will be on-site to provide administrative support to the Division.

Requirements

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.
High School Diploma or equivalent.
Lifting 50-100 lbs.
Prolonged sitting.
Walking (distance).
Repetitive motion.
Strong recall.
Problem solving.
Hearing.
Speak clearly.
Write legibly.
Reading.
Logical thinking.
Fast pace environment.
Steady pace.
Able to handle multiple priorities.
Able to adapt to frequent change.

Nice To Haves

Three (3) years of previous secretarial/administrative work experience in an office setting.
Previous experience in an academic health care setting.
Post High School coursework in Business, Accounting or closely related field.

Responsibilities

Provides confidential secretarial and administrative support.
Performs data entry and coordination.
Manages mailings and general office tasks.
Schedules meetings and generates meeting minutes.
Researches and resolves invoice and payment issues related to purchase orders and vendor invoices.
Enters purchase orders into the system for procurement of equipment, software, and services.
Tracks and monitors purchase orders.
Updates and maintains records of financial transactions and vendor contracts.
Performs fiscal, bookkeeping, and accounting-related duties.
Prepares and maintains fiscal and accounts payable related records and reports.
Represents the department, requiring a high degree of communication, accountability, and responsibility.
Ensures that activities, meetings, and events are scheduled accurately.
Provides timely information to assist with scheduling.
Handles urgent and sensitive information on a daily basis, while maintaining office confidentiality.
Performs various duties that require independent discretion and judgment, accuracy, orderliness, and timeliness, all within established guidelines and procedures.
Learns, knows, and applies VCUHS policies and procedures.