Administrative Assistant - Surgical Oncology

Responsibilities

The Administrative Assistant provides confidential secretarial and administrative support, including data entry and coordination, mailings, general tasks, scheduling meetings, and generating meeting minutes. The 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 performs other support activities to ensure smooth workflow. The Assistant also performs fiscal, bookkeeping, and accounting‑related duties in preparing and maintaining fiscal accounts‑payable records and reports. The position represents the department and requires a high degree of communication, accountability, and responsibility. The Assistant ensures that activities, meetings, and events are scheduled accurately; provides timely information to assist with scheduling;

handles urgent and sensitive information daily while maintaining office confidentiality; performs duties requiring independent discretion, judgment, accuracy, orderliness, and timeliness; and applies VCUHS policies and procedures. The position may have a dual reporting line.

• Requirements for Hire: N/A
• Requirements for Continued Employment: N/A

• Required:
  
  Minimum 2 years of previous secretarial/administrative work experience in an office setting.
• Required:
  
  Previous experience with Microsoft Office applications and e‑mail/calendaring.
• Preferred: 3 years of previous secretarial/administrative work experience in an office setting.
• Preferred:
  Previous experience in an academic health care setting.

• Required:
  
  High School Diploma or equivalent.
• Preferred:
  Post‑high‑school coursework in Business, Accounting or closely related field.

• Independent actions:
  Independently performs administrative and secretarial duties; seeks guidance and direction from supervisor when needed.
• Supervisory responsibilities:
  
  N/A.
• Days &
  
  Schedule:
  
  Generally works day shift, Monday through Friday; may require flexibility for special projects or to meet organizational needs.
• Age: N/A.

• Lifting 50–100 lbs.
• Prolonged sitting, walking (distance), repetitive motion.

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

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

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