Administrative Specialist III- ED

UVA Health Northern Virginia & Culpeper•Culpeper, VA

2d•Onsite

About The Position

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 will support the Marketing Communication function as well as Community Engagement for UVA Health Northern VA Culpeper. Serves as a resource to staff. Reports to and receives assignments from the Director or Sr. Director level.

Requirements

High School Diploma or GED required.
3 years of administrative support experience required.
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 preferred.
1 year of healthcare administrative support experience preferred.
Emergency Department Only: EMT - 1 year of current documented field experience or 1 year of current healthcare experience preferred.
Emergency Department Only: Emergency Vehicle Operations Course (EVOC), acceptable DMV driving record, certification as EMT-B in the State of Virginia preferred.
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

Provides administrative and clerical support to the department.
Supports Marketing Communication and Community Engagement functions.
Serves as a resource to staff.
Greets and assists visitors to the department.
Answers all incoming telephone calls and provides accurate information.
Attends assigned meetings, records minutes, and maintains meeting attendance records.
Maintains calendars for executives and leaders.
Maintains an organized filing system.
Arranges and provides operational support for meetings, events, conferences, conference calls, and video conferences.
Plans and coordinates travel arrangements.
Works with staff and vendors to collect and submit invoices.
Collects invoices for department services.
Files Expense Reports.
Submits requests for disbursement to Accounts Payable.
Orders supplies and maintains inventory for the 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 submits reports to the supervisor and director.
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.