Administrative Assistant

Virginia Commonwealth University Health; United States; On-site; USD 24,000 - 36,000; Full time

Job summary

Virginia Commonwealth University Health seeks an Administrative Assistant to provide confidential secretarial and administrative support across finance and operations. Responsibilities include data entry, scheduling meetings, taking minutes, and handling sensitive information with discretion.

The role supports procurement tasks, including processing purchase orders and vendor invoices, maintaining records, and assisting accounts payable.

Qualifications

• Minimum of two years of secretarial/administrative work experience in an office setting.
• Experience with Microsoft Office applications and email/calendaring preferred.

Responsibilities

• Provide confidential secretarial support including data entry and scheduling meetings.
• Generate meeting minutes and coordinate mailings.
• Process purchase orders and vendor invoices; monitor status.
• Maintain records of financial transactions and vendor contracts.

Skills

Data entry

Meeting minutes

Education

High School Diploma or equivalent

Post High School coursework in Business/Accounting

Tools

Microsoft Office

Email & Calendaring

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

Who We Are

Inventing better care, day by day by discovery Sound outrageous? It absolutely is. Sound impossible? That’s never stopped us before. Sound like hard work, intense research, collaboration with experts around the world, sheer brainpower meets unrelenting willpower? That’s. Exactly. Right. We’ll do whatever it takes to offer the best in care and empower the best in quality of life. And it’s an approach that works — whether it’s a patient who undergoes a new, life‑saving procedure or a clinical researcher who finds promise in a new cancer treatment, exciting new medicine is happening at VCU Health. We have it all:

• One college and four health sciences schools
• An academic medical center
• A Level I trauma center
• One of only two NCI‑designated cancer centers in Virginia
• The region’s only full‑service children’s hospital
• More than 800 physicians in 200 specialties
• With a community health center, dedicated research teams, facilities and valued partners in every field

Our medical teams are top notch. And we’re not too shy to boast of internationally known physicians, some recognized as the best in the country, top‑ranked local specialists and all‑around all‑stars at every level. From our very first years to our most recent advancements, we are driven to learn more, dig deeper, teach passionately and never rest in order to be a true leader in discovering what’s possible in health and recovery. We are a comprehensive system of care and a pioneer of health. Read VCU Health Year In Review for more about our accomplishments.