Administrative Assistant

Job Summary

The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into the system to assist in procurement of equipment, software and services; tracks and monitors purchase orders; updates and maintains records of financial transactions and vendor contracts;

and other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting‑related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility.

The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures.

This position may have a dual reporting line.

Licensure, Certification, or Registration Requirements for Hire

N/A

Licensure, Certification, or Registration Requirements for Continued Employment

N/A

Experience Required

• Minimum of two (2) years of previous secretarial/administrative work experience in an office setting
• Previous experience with Microsoft Office applications and e‑mail/calendaring

Experience Preferred

• Three (3) years of previous secretarial/administrative work experience in an office setting
• Previous experience in an academic health care setting

Education/Training Required

• High School Diploma or equivalent

Education/Training Preferred

• Post High School coursework in Business, Accounting or closely related field

Independent Action(s) Required

Independently performs administrative and secretarial duties; seeks guidance and direction from supervisor when needed.

Supervisory Responsibilities (if applicable)

N/A

Additional

Position Requirements

Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs.

Physical Requirements

• Physical:
  Lifting 50‑100 lbs.
• Activities:
  
  Prolonged sitting, walking (distance), repetitive motion

Mental/Sensory Requirements

• Strong recall, problem solving, hearing, speak clearly, write legibly, reading, logical thinking

Emotional Requirements

• Fast pace environment, steady pace, able to handle multiple priorities, able to adapt to frequent change

Age Specific Groups Served

N/A

EEO Statement

Employer/Disabled/Protected. Veteran/41 CFR 60‑1.4.

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