Administrative Assistant - Surgical Oncology

Job Summary

The Administrative Assistant provides confidential secretarial and administrative support, including data entry, coordination, mailings, general tasks, scheduling meetings, and generating meeting minutes. The role also 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, and updates and maintains records of financial transactions and vendor contracts.

Additionally, the position performs fiscal, bookkeeping, and accounting-related duties in preparing and maintaining accounts payable records and reports, and represents the department, 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 daily while maintaining office confidentiality. The role performs various duties that require independent discretion and judgment, accuracy, orderliness, and timeliness within established guidelines and procedures. It also requires learning, knowledge, and application of VCUHS policies and procedures, and may have a dual reporting line.

• 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

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

• High School Diploma or equivalent

• 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, speaking clearly, writing legibly, reading, logical thinking
• Emotional: fast‑pace environment, steady pace, able to handle multiple priorities, able to adapt to frequent change

EEO Employer/Disabled/Protected Veteran