Administrative Staff Specialist- Ophthalmology- Onsite

VCU Health•Richmond, VA

4d•Onsite

About The Position

The Administrative Staff Specialist is the first point of contact for Ophthalmology Administration during normal operating hours and provides professional, timely, and confidential administrative support to the Chair, Administrator, and Associate Administrator. The position facilitates and coordinates the department’s day-to-day administrative activities and supports its fiscal and time-management objectives through effective interaction 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 position also assists with appointment scheduling and patient registration, responds to patient disputes and telephone inquiries, verifies insurance, obtains referrals and authorizations, and keeps current with insurance, hospital, and HR policies. The specialist coordinates recruitment activities and applicant interviews, provides orientation for new faculty, manages multiple physician calendars and appointments, and arranges business travel as assigned. The role also monitors staff attendance and time, arranges repair and maintenance of office equipment, and assists staff as needed. The work schedule may change based on department needs. The position serves all age groups.

Requirements

High school diploma or equivalent.
At least four years of previous secretarial or administrative work experience in an office setting.
Previous experience with Microsoft Office applications and email/calendaring.
Ability to perform daily activities with minimal supervision.
Ability to work in a fast-paced environment and proactively resolve problems with minimal supervision.
Licensure, certification, or registration is not required for hire or continued employment.

Nice To Haves

Five years of previous 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.
Provide professional, timely, and confidential administrative support to the Chair, Administrator, and Associate Administrator.
Facilitate and coordinate the department’s day-to-day administrative activities.
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.
Assist with scheduling appointments and registering patients; respond to patient disputes and telephone inquiries.
Verify insurance, obtain referrals and authorizations, and 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 recruitment activities and schedule interviews with applicants.
Provide orientation for new faculty members.
Manage multiple physician calendars and appointments.
Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members.