Administrative Assistant - Children's Hospital of Richmond at Pembrooke

Children’s Hospital of Richmond at VCU combines award-winning research, education and clinical care with an uncanny understanding of what makes kids tick. Our team is a family. We work together to give every child in our growing community a chance to heal, recover and celebrate their super powers.

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 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 base, 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.

• Provides confidential secretarial and administrative support, including data entry, coordination, mailings, general tasks, scheduling meetings, and generating meeting minutes.
• 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.
• Prepares and maintains fiscal, accounts payable related records and reports.

• 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 a closely related field.

• Independently performs administrative and secretarial duties; seeks guidance and direction from supervisor when needed.
• Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs.

• Physical:
  Lifting 50‑100 lbs.
• Activities:
  
  Prolonged sitting, walking (distance), repetitive motion.
• Mental/Sensory:
  Strong recall, problem solving, hearing, speak clearly, write legibly, reading, logical thinking.
• Emotional:
  Fast‑pace environment, steady pace, able to handle multiple priorities, able to adapt to frequent change.

Days

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