Administrative Specialist III

UVA Community Health•Manassas, VA

5d•$18 - $29•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.
Constant standing, frequently walking, and bending/stooping.
Proficient communicative, auditory, and visual skills.
Attention to detail and ability to write legibly.
Ability to lift/push/pull 100 lbs. For any weight over 35 lbs., use Safe Handling Equipment.

Nice To Haves

Associate or 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

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.
Collects invoices for department services, if applicable.
Files Expense Reports.
Submits requests for disbursement to Accounts Payable.
Orders supplies and maintain inventory for department.
Completes requisitions and sends to Purchasing Department or vendor.
Receives and distributes supplies.
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.
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 require the use of safety equipment, such as HEPA mask, for infection prevention.
On call responsibilities as directed.
Ability to travel between campus buildings, remote facilities, and out of town as needed.