Administrative Specialist

UVA Community Health•Haymarket, VA

1d•Onsite

About The Position

UVA Health Northern VA & Culpeper is welcoming a new era in healthcare, focusing on caring for the whole person by making connections with patients and improving the patient experience through the talent and expertise of its people and system capabilities. As a team member, you will have a voice in patient care decisions, support advanced medical technologies, and feel satisfaction from making a difference. The Administrative Specialist I provides both administrative and clerical support to the department, either as part of a team or individually, to ensure the administration and smooth running of departmental business. This role also serves as a resource to staff.

Requirements

High School Diploma or GED required.
Ability to effectively communicate with physicians and hospital staff.
Ability to use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets, and databases.
Ability to successfully complete generic and department-specific skills validation and competency testing.

Nice To Haves

Education in basic office procedures preferred.
1 year of administrative support experience preferred.
Healthcare administrative support experience preferred.

Responsibilities

Communicates effectively with all levels of hospital staff and visitors.
Greets and assists visitors to the department.
Answers all incoming telephone calls and provides accurate information as needed.
Attends assigned meetings, records minutes, and maintains meeting attendance records.
Maintains calendars for executives and leaders.
Maintains an organized filing system to easily access information as needed.
Arranges and provides operational support for meetings and/or events, as well as conferences, conference calls, and video conferences.
Plans and coordinate travel arrangements as needed.
Works with staff and vendors to collect and submit invoices.
Collects invoices for department services, if applicable.
Files Expense Reports.
Submits requests for disbursement to Accounts Payable.
Works with suppliers and vendors to ensure that the department has the required supplies on hand.
Orders supplies and maintain inventory for department.
Completes requisitions and sends to Purchasing Department or vendor.
Receives and distributes supplies.
Oversees departmental timekeeping duties, including researching discrepancies and correcting as appropriate.
Completes timekeeping duties accurately and by prescribed deadlines.
Tracks attendance occurrences and submit reports to the supervisor and director as requested.
Determines the need for corrective action as appropriate.
Coordinates employee access to organizational facilities and resources.
Processes requests for employee access in a timely manner.
Maintains access records on each employee for compliance standards.
Terminates accesses that are no longer needed.
May be asked to perform additional duties as assigned.