Administrative Specialist - Putney House

Responsibilities

The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include:

• Welcoming guests/visitors by greeting them in person or by phone and answering or referring inquiries.
• Provides coverage at front desk.
• Ensures reception area is tidy and presentable.
• Directing visitors by maintaining employee directories and giving instructions.
• Schedules meetings and conference room spaces.
• Coordinates mail flow, collects and distributes parcels and other mail.
• Providing oversight of the Putney House parking lot (P‑Lot), which entails authorizing usage, monitoring traffic flow, and requesting citations as needed; works closely with VCUPD.
• Maintaining inventory for hospitality center and other supplies as needed.
• Providing excellent customer service and completing all assignments, projects, and duties for day‑to‑day operations in a timely fashion.
• Performs various clerical duties such as photocopying, faxing, filing, and collating, as needed.
• Maintaining security by following outlined procedures.
• Other duties as assigned.

The Administrative Staff Specialist arranges for the repair and maintenance of office equipment, monitors staff attendance and time, and assists staff as needed. The Administrative Staff Specialist facilitates and coordinates the day‑to‑day administrative activities of the department. This position supports fiscal and time management objectives of the department by coordinating administrative services through effective interactions with staff.

Licensure, Certification, or Registration Requirements for Hire: N/A

Licensure, Certification, or Registration Requirements for continued employment: N/A

• Minimum of four (4) years of previous secretarial/administrative work experience in an office setting
• Previous experience with Microsoft Office applications and e‑mail/calendaring

• Five (5) years of previous secretarial/administrative work experience in an office setting
• Previous experience in an academic health care setting

High School Diploma or equivalent

Associate Degree in Business or related field from an accredited program

• Coordinates recruitment activities and scheduling of interviews with applicants.
• Performs daily activities with minimal supervision.
• Ability to work in a fast pace environment; proactively resolve problems with minimal supervision.
• Orders supplies/equipment.
• Arranges for the repair and maintenance of office equipment

Supervisory responsibilities (if applicable): N/A

Work schedule may change based on department's needs

• Physical:
  Lifting less than 20 lbs. Lifting 20‑50 lbs.
• Activities:
  
  Prolonged standing
• Mental/Sensory:
  Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking
• Emotional:
  Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change

Age Specific groups served:
All

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