Administrative Assistant – Molecular Diagnostics – Days

VCU Health•Richmond, VA

9h•$17 - $26

About The Position

The Administrative Assistant provides confidential secretarial and administrative support to the Molecular Diagnostics department. Duties include data entry and coordination, mailings, scheduling meetings, preparing meeting minutes, and other support activities that help ensure the smooth flow of work through the department. The role researches and resolves purchase order and vendor invoice issues; enters and tracks purchase orders for equipment, software, and services; and maintains records of financial transactions and vendor contracts. It also performs fiscal, bookkeeping, and accounting-related duties, including preparing and maintaining accounts-payable records and reports. The position represents the department and requires strong communication, accountability, and responsibility. The Administrative Assistant accurately schedules activities, meetings, and events; provides timely scheduling information; and handles urgent and sensitive information while maintaining confidentiality. The work requires independent discretion and judgment, accuracy, orderliness, and timeliness within established guidelines and procedures, as well as learning and applying VCUHS policies and procedures. The position may have a dual reporting line.

Requirements

At least two years of previous secretarial or administrative work experience in an office setting.
Previous experience with Microsoft Office applications and email/calendaring.
High school diploma or equivalent.
Ability to independently perform administrative and secretarial duties and seek supervisor guidance when needed.
Strong communication, accountability, responsibility, accuracy, orderliness, timeliness, discretion, and judgment.
Ability to handle urgent and sensitive information and maintain confidentiality.

Nice To Haves

Three years of previous secretarial or administrative work experience in an office setting.
Previous experience in an academic health care setting.
Post-high-school coursework in Business, Accounting, or a closely related field.

Responsibilities

Provide confidential secretarial and administrative support, including data entry, coordination, mailings, and general tasks.
Schedule meetings and prepare meeting minutes.
Research and resolve issues related to purchase orders and vendor invoices.
Enter purchase orders into the system for equipment, software, and services; track and monitor purchase orders.
Update and maintain records of financial transactions and vendor contracts.
Perform fiscal, bookkeeping, and accounting-related duties, including preparing and maintaining fiscal and accounts-payable records and reports.
Schedule activities, meetings, and events accurately and provide timely scheduling information.
Handle urgent and sensitive information while maintaining office confidentiality.
Independently perform administrative and secretarial duties, seeking supervisor guidance when needed.
Apply VCUHS policies and procedures and provide other support as requested.