Administrative Staff Specialist- Ophthalmology- Onsite

VCU Health•Richmond, VA

6d•$23 - $36•Onsite

About The Position

The Administrative Staff Specialist serves as the first point of contact for Ophthalmology Administration during normal operating hours and supports the Chair, Administrator, and Associate Administrator. The role ensures administrative assignments are completed professionally, promptly, and confidentially, and facilitates the department’s day-to-day administrative activities in coordination with the health care team and other support staff. Administrative and secretarial duties include assisting with budget planning, monitoring expenditures, processing accounts receivable, resolving vendor discrepancies, maintaining personnel files in accordance with JCAHO expectations, ordering supplies and equipment, and reporting hazards to the appropriate department. The specialist also supports patient services by scheduling appointments, registering patients, resolving patient disputes, answering telephone calls, verifying insurance, and obtaining referrals and authorizations. The role requires staying current with insurance, Hospital, and HR policies. Additional duties include arranging repair and maintenance of office equipment, monitoring staff attendance and time, coordinating recruitment activities and interview schedules, providing orientation to new faculty, managing multiple physician calendars and appointments, and coordinating business travel arrangements for recruits and departmental faculty. The position performs daily activities with minimal supervision. The work schedule may change based on department needs. The compensation range is $23.18–$35.92. Actual offers depend on relevant work experience, credentials, and qualifications.

Requirements

High school diploma or equivalent.
At least four years of secretarial or administrative work experience in an office setting.
Experience with Microsoft Office applications and email/calendar systems.
Ability to work in a fast-paced environment and proactively resolve problems with minimal supervision.
Ability to handle multiple priorities and adapt to frequent change.
Physical ability to lift less than 20 pounds and 20–50 pounds, and to stand for prolonged periods.
Strong recall, reasoning, problem-solving, hearing, clear speaking, reading, and logical-thinking abilities.

Nice To Haves

Five years of secretarial or administrative work experience in an office setting.
Previous experience in an academic health care setting.
Associate degree in Business, Accounting, or a related field from an accredited program.

Responsibilities

Serve as the first point of contact for Ophthalmology Administration during normal operating hours.
Support the Chair, Administrator, and Associate Administrator with professional, timely, and confidential administrative work.
Assist with budget planning, monitor expenditures, process accounts receivable, and resolve vendor discrepancies.
Maintain personnel files in accordance with JCAHO expectations.
Order supplies and equipment and report hazards to the appropriate department.
Schedule appointments, register patients, resolve patient disputes, and answer telephone calls.
Verify insurance and obtain referrals and authorizations; stay current with insurance policies and changes.
Stay current with Hospital and HR policies as they are implemented.
Arrange for repair and maintenance of office equipment.
Monitor staff attendance and time and assist staff as needed.
Coordinate day-to-day administrative activities and administrative services with the health care team and other support staff.
Coordinate recruitment activities and schedule applicant interviews.
Provide orientation for new faculty members.
Manage multiple physician calendars and appointments.
Coordinate business travel arrangements for new recruits and current departmental faculty members.
Perform daily activities with minimal supervision and proactively resolve problems.
Support the department’s fiscal and time-management objectives.