Administrative Assistant III, Emergency Transport

UVA Health•Culpeper, 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. They aim to improve the patient experience by combining talent, expertise, and a commitment to community health. As a team member, individuals will have a voice in patient care decisions, support advanced medical technologies, and feel satisfaction from making a daily difference. The Administrative Specialist III 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 position specifically supports the Marketing Communication function as well as Community Engagement for UVA Health Northern VA Culpeper. The specialist serves as a resource to staff and reports to a Director or Sr. Director level.

Requirements

High School Diploma or GED.
3 years of administrative support experience.
Ability to effectively communicate with stakeholders at all levels, including internal team members, leaders, vendors, and community partners.
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

Bachelor's Degree.
1 year of healthcare administrative support experience.
EMT - 1 year of current documented field experience or 1 year of current healthcare experience (Emergency Department Only).
Emergency Vehicle Operations Course (EVOC), acceptable DMV driving record, certification as EMT-B in the State of Virginia (Emergency Department Only).
Strengths in writing and editing, with ability to learn and follow writing style standards and guides.
Detail oriented with ability to manage projects as assigned toward desired deadlines and outcomes.

Responsibilities

Communicate effectively with all levels of hospital staff and visitors.
Greet and assist visitors to the department.
Answer all incoming telephone calls and provide accurate information as needed.
Attend assigned meetings, record minutes, and maintain meeting attendance records.
Ensure the administration and smooth running of departmental business.
Maintain calendars for executives and leaders.
Maintain an organized filing system to easily access information as needed.
Arrange and provide operational support for meetings and/or events, as well as conferences, conference calls, and video conferences.
Plan and coordinate travel arrangements as needed.
Work with staff and vendors to collect and submit invoices.
Collect invoices for department services, if applicable.
File Expense Reports.
Submit requests for disbursement to Accounts Payable.
Work with suppliers and vendors to ensure that the department has the required supplies on hand.
Order supplies and maintain inventory for department.
Complete requisitions and send to Purchasing Department or vendor.
Receive and distribute supplies.
Oversee departmental timekeeping duties, including researching discrepancies and correcting as appropriate.
Complete timekeeping duties accurately and by prescribed deadlines.
Track attendance occurrences and submit reports to the supervisor and director as requested.
Determine the need for corrective action as appropriate.
Coordinate employee access to organizational facilities and resources.
Process requests for employee access in a timely manner.
Maintain access records on each employee for compliance standards.
Terminate accesses that are no longer needed.