Administrative Staff Specialist

VCU Health•Richmond, VA

About The Position

The Administrative Staff Specialist facilitates and coordinates the department’s day-to-day administrative activities, supporting its fiscal and time-management objectives through effective interactions with the health care team and other support staff. The role performs administrative and secretarial functions, including 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 assists with appointment scheduling and patient registration, resolves patient disputes, answers telephone calls, verifies insurance, and obtains referrals and authorizations as needed. It also keeps current with insurance policies and changes, as well as Hospital and HR policies. Additional duties include arranging office equipment repairs and maintenance, monitoring staff attendance and time, and assisting staff. The Administrative Staff Specialist coordinates recruitment activities and interview scheduling, provides new faculty member orientation, manages multiple physician calendars and appointments, and coordinates business travel arrangements for new recruits and current departmental faculty members as assigned. Daily activities are performed with minimal supervision. The work schedule may change based on department needs. The position serves all age-specific 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 work in a fast-paced environment and proactively resolve problems with minimal supervision.
Strong recall, reasoning, problem-solving, hearing, clear speech, reading, and logical-thinking abilities.
Ability to handle multiple priorities and adapt to frequent change.

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

Assist with department budget planning and monitor expenditures.
Process accounts receivable and resolve discrepancies with vendors.
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.
Resolve patient disputes and answer telephone calls.
Verify insurance and obtain referrals and authorizations as needed.
Keep abreast of insurance policy changes and Hospital and HR policies.
Arrange repair and maintenance of office equipment.
Monitor staff attendance and time and assist staff as needed.
Facilitate and coordinate the department’s day-to-day administrative activities.
Coordinate recruitment activities and schedule interviews with applicants.
Provide orientation for new faculty members.
Manage multiple physician calendars and appointments.
Coordinate business travel arrangements for new recruits and current departmental faculty members as assigned.
Perform daily activities with minimal supervision and proactively resolve problems.