Administrative Assistant

vcuhealth; Richmond (VA); On-site; USD 23,000 - 36,000; Full time

Job summary

VCU Health in Richmond, VA seeks an Administrative Assistant to provide confidential secretarial and administrative support, including data entry, scheduling meetings, and generating meeting minutes. You will manage invoices, purchase orders, and vendor invoices, and assist with procurement of equipment and services.

Maintain accounts payable records and vendor contracts with discretion and accuracy. The role requires handling sensitive information daily, strong communication, and independence

Qualifications

• Minimum of two (2) years of secretarial/administrative work experience.
• Experience with Microsoft Office applications and e-mail/calendaring.
• Post-high school coursework in business or related field is preferred.

Responsibilities

• Provide confidential secretarial and administrative support including data entry, mailings, scheduling meetings, and generating meeting minutes.
• Process invoices and purchase orders; enter orders into the system and monitor vendor invoices and contracts; maintain accounts payable records.
• Handle scheduling, information flow, and confidential information with discretion and accuracy.

Skills

Communication

Organization

Education

High School Diploma

Tools

Microsoft Office

Job description

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 to 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 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.

Age Specific groups served: N/A

Physical Requirements (includes use of assistance devices as appropriate):

• 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

Compensation Range

$17.25 - $26.39 Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

EEO Employer/Disabled/Protected Veteran