Administrative Assistant - Department of Anesthesia

Carilion Clinic; Roanoke, Virginia, Seattle (VA, MN, WA); On-site; USD 40,000 - 70,000; Full time

Job summary

An innovative healthcare organization seeks a dedicated Administrative Assistant to provide comprehensive support to senior management. In this dynamic role, you will manage calendars, coordinate meetings, and ensure smooth communication across departments. Ideal candidates will possess strong organizational and communication skills, along with proficiency in Microsoft Office. Join a mission-driven team committed to making a difference in healthcare, where your contributions will be valued and recognized. This is an exciting opportunity to grow within a supportive environment that encourages collaboration and innovation.

Qualifications

• 5+ years of secretarial experience in a healthcare setting.
• Advanced skills in Microsoft Office Suite and database management.

Responsibilities

• Provide administrative support to Vice President and Medical Chair.
• Manage calendars, travel arrangements, and confidential correspondence.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Customer Service

Business Writing

Organizational Skills

Education

Associate Degree

Post High School Secretarial Program

Tools

Hyperion

Lawson

Health Stream

Job description

How You'll Help Transform Healthcare:

The Administrative Assistant provides a wide range of administrative support to Vice President(s), Physician Chair, department and/or affiliates. This position provides a bridge for smooth communication between the VPas office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and staff.

The job duties of the Administrative Assistant include, but are not limited to, the following:

• Completes a broad variety of administrative tasks for the Vice President/and or Medical Chair(s) including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Screens in-coming phone calls, processes mail, composes letters and reports, and word-processing of presentations and financial data documents.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintains all confidential files.
• Purchases equipment and supplies. Maintains office supplies and equipment. Compiles monthly charges and bills for payment through Accounts Payable. Maintains accounting and budget reports.
• Creates and maintains databases and spreadsheets. Manages and analyzes reports and data from multiple sources.
• Navigates internal databases, including Hyperion, Lawson, Health stream and others as required.
• May be responsible for submitting departmental payroll information. May be KRONOS changer.
• Plans, coordinates and schedules meetings, conferences and other related activities for VP and Medical Chair for designated areas.
• Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral.

What We Require:

Education: Associate Degree or graduate of a post High School secretarial or business program.

Experience: Five (5) years secretarial or related work experience required.

Licensure/Certification: Notary Public required. Professional Secretary Certification preferred.

Other: Demonstrated customer service orientation. Proven business writing skills with the ability to compose documents, including correspondence, agendas, minutes, reports, etc. Advanced computer skills in Microsoft software programs, including Word, Excel and PowerPoint, with knowledge of other database and/or presentation software. Excellent communications and organizational skills required. Excellent grammar skills required.

About Carilion

This is Carilion Clinic ...

An organization where innovation happens, collaboration is expected and ideas are valued. A not-for-profit, mission-driven health system built on progress and partnerships. A courageous team that is always learning, never discouraged and forever curious.

Headquartered in Roanoke, Va., you will find a robust system of award winning hospitals, Level 1 and 3 trauma centers, Level 3 NICU, Institute of Orthopedics and Neurosciences, multi-specialty physician practices, and The Virginia Tech Carilion School of Medicine and Research Institute.

Carilion is where you can make your own path, make new discoveries and, most importantly, make a difference. Here, in a place where the air is clean, people are kind and life is good. Make your tomorrow with us.

Requisition Number: 149413
Employment Status: Full time
Location: CRMH - Carilion Roanoke Memorial Hospital
Shift: Day
Shift Details: Primarily 8-4:30 with some variability due to meetings
Recruiter: DANA E JOHNSON
Recruiter Phone: [phone]
Recruiter Email: [e-mail]
For more information, contact the HR Service Center at 1-800-599-2537.

Carilion Clinic is an Equal Opportunity Employer: We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age (40 or older), disability, genetic information, or veterans status.
Carilion Clinic is a drug-free workplace.

Please see job description

PI269965909