Public Safety Administrative Specialist

UVA Health Northern Virginia & Culpeper•Manassas, VA

11d

About The Position

The Public Safety Administrative Specialist provides administrative, operational, and customer‑service support to the Public Safety Department, with a primary focus on the Badging Office. This role assists with access control badge creation, security system data entry and user updates, support ticket tracking, vendor coordination, and general departmental organization. The position supports Public Safety, Emergency Management, Dispatch, Guest Services, and other related functions as needed.

Requirements

High School Diploma or GED required. Education in basic office procedures preferred.
1 year of administrative support experience preferred. Healthcare administrative support experience preferred.
Ability to effectively communicate with various members of hospital staff.
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
Comfort learning new software systems and following established procedures for access control and security-related workflows.

Responsibilities

Communicates effectively with all levels of hospital staff and visitors.
Greets and assists visitors, contractors, and hospital team members in the department or associated areas (department offices, Badge Office, hospital, clinics, etc.).
Answers incoming telephone calls, emails, and other forms of communication while providing accurate information and assistance as the situation dictates.
Attends assigned department meetings and updates relevant documents with the information obtained from those meetings (vendor meetings, hospital department leader meetings, etc.).
Demonstrates effective written and oral communication skills in various situations not limited to the tasks listed above.
Provides clear, courteous, and timely communication when assisting team members with badge or access issues.
Demonstrates a high level of customer service.
Resolves routine badge, access, and visitor support issues with a customer-focused approach, escalating complex issues to other Badge Office team members as needed.
Maintains calendars for department leadership and relevant departmental areas (e.g., the Badge Office) as requested.
Maintains an organized work area (virtual and physical) to help facilitate smooth departmental operations.
Arranges and provides operational support for department meetings and/or events, as well as conferences, conference calls, and video conferences.
Maintains documentation, logs, and records related to badge issuance, access requests, and vendor activities.
Assists in producing and issuing access control badges for employees, contractors, students, and visitors.
Supports the Badge Office in maintaining accurate access permissions within the access control system by following established procedures.
Provides basic administrative support for physical security systems (access control, cameras, infant abduction systems) such as data entry, user updates, and ticket tracking.
Helps coordinate vendor activities, including scheduling, tracking project progress, and documenting completed work.
Orders supplies and maintains inventory for the department.
Receives and distributes supplies.
Coordinates with leadership to have requisitions completed for supply orders.
Monitors badge printing and related supplies and proactively replenishes inventory to avoid service interruptions.