Administrative Specialist III- ED

Administrative Specialist III – Emergency Room

Job Code: SE4161

Full-time, Monday-Friday, Non‑Exempt

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 and reports to and receives assignments from the Director or Sr.

Director level.

• Education:
  
  High School Diploma or GED required. Bachelor's Degree preferred.
• Experience:
  
  3 years of administrative support experience required. 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.
• Licensure:
  Emergency Department Only:
  Emergency Vehicle Operations Course (EVOC), acceptable DMV driving record, certification as EMT‑B in the State of Virginia preferred.

• 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.

• 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.

• Communications – Communicates effectively with all levels of hospital staff and visitors. Includes greeting visitors, answering phone calls, attending meetings, recording minutes, and maintaining attendance records.
• Administration and Event Management – Ensures the administration and smooth running of departmental business. Includes maintaining calendars, filing systems, arranging and providing operational support for meetings and events, coordinating travel arrangements.
• Financial Management – Works with staff and vendors to collect and submit invoices. Includes filing expense reports and submitting disbursement requests.
• Supplies Management – Works with suppliers and vendors to maintain supplies. Includes ordering, requisitioning, receiving, and distributing supplies.
• Timekeeping – Oversees departmental timekeeping duties, including researching discrepancies and correcting as appropriate. Includes completing duties accurately, tracking attendance, reporting, and determining corrective action.
• Security Liaison – Coordinates employee access to organizational facilities and resources. Includes processing requests, maintaining access records, and terminating access as needed.

Medium to Heavy Physical Demand. Job requires constant standing, frequently walking, bending/stooping. Requires proficiency in communication skills, visual, auditory skills, attention to detail, ability to lift/push/pull 100 lbs, use safe handling equipment for >35 lbs.

• 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.