Administrative Assistant

VCU Health•Richmond, VA

2d•Onsite

About The Position

The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves to invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into system to assist in procurement of equipment, software and services; tracks and monitors purchase orders; updates and maintains records of financial transactions and vendor contracts; and other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting-related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility. The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures. This position may have a dual reporting line.

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.
Handles 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.
Ensures activities, meetings, and events are scheduled accurately.
Provides timely information to assist with scheduling.
Handles urgent and sensitive information while maintaining office confidentiality.
Performs duties requiring independent discretion, judgment, accuracy, orderliness, and timeliness.
Learns, knows, and applies VCUHS policies and procedures.