Administrative Assistant - Department of Surgery

carilionclinic; Roanoke (VA); On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Comprehensive Medical, Dental, &Vision

Pension plan

Paid Time Off

Onsite fitness facilities

Education and training

Employee recognition

Job summary

Carilion Clinic in Roanoke, VA seeks an Administrative Assistant for the Department of Anesthesia to provide high-level administrative support to senior leadership, manage calendars, prepare confidential materials, and coordinate travel and meetings. You will ensure efficient operations and professional communication across the department.

The candidate will have 5+ years in administration, strong MS Office skills, and a proven ability to handle confidential information with discretion.

Qualifications

• Associate degree required or 2 years of related experience may be considered in lieu of degree.
• Minimum of 5 years of administrative assistant or related experience.
• Strong customer service orientation and advanced business writing skills.
• Proficiency in Microsoft Office applications; excellent communication, organizational, and grammar skills.
• Ability to manage multiple priorities and maintain confidentiality.

Responsibilities

• Manages complex calendars, schedules meetings, and coordinates travel arrangements.
• Provides administrative support to Vice President(s), Physician Chair, and department leadership.
• Prepares correspondence, reports, presentations, and other confidential materials.
• Screens calls, manages communications, and routes information appropriately.
• Maintains confidential files and sensitive information.
• Supports payroll processes and timekeeping functions as assigned.
• Coordinates meetings, conferences, and events, including preparation of materials.

Skills

Customer service

Communication

Organization

Grammar

Education

Associate degree or 2 years experience alternative

Tools

Microsoft Office

Job description

Employment Status: Full time

Shift: Day (United States of America)

Facility: 1906 Belleview Ave SE - Roanoke

Requisition Number: R162475 Administrative Assistant - Department of Surgery (Open)

How You'll Help Transform Healthcare:

The Administrative Assistant for The Department of Anesthesia provides high-level administrative and operational support to senior leadership (Vice President, Physician Chair, department and/or affiliates), ensuring efficient coordination of activities, communication, and departmental operations.

The Administrative Assistant

Provides administrative support to Vice President(s), Physician Chair, and department leadership.

Manages complex calendars, schedules meetings, and coordinates travel arrangements.

Prepares correspondence, reports, presentations, and other confidential materials.

Screens calls, manages communications, and routes information appropriately.

Prioritizes competing demands and ensures timely completion of tasks and projects.

Maintains confidential files and sensitive information.

Manages office supplies, equipment, and purchasing processes.

Prepares and tracks budgets, expenses, and accounts payable documentation.

Creates and maintains databases, spreadsheets, and reports.

Navigates internal systems.

Coordinates meetings, conferences, and events, including preparation of materials.

Supports payroll processes and timekeeping functions as assigned.

Assists with research, reporting, and administrative projects.

Coordinates communications such as newsletters and organizational updates.

Supports community partnerships, events, and organizational initiatives.

Organizes employee recognition and departmental events.

Maintains professionalism and effective communication with all stakeholders.

Has excellent customer service and interpersonal skills.

What We Require:

Education: Associate degree required or 2 years of experience may be considered in lieu of degree.

Experience: Minimum of 5 years of administrative assistant or related experience required.

Licensure, Certification, and/or Registration: None.

Life Support: Not required.

Other Minimum Qualifications: Strong customer service orientation and advanced business writing skills. Proficiency in Microsoft Office applications. Excellent communication, organizational, and grammar skills. Ability to manage multiple priorities and maintain confidentiality.

This job description is intended to be a representative summary of the major responsibilities and accountabilities performed by incumbents in this role. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

Compensation Range:

$18.70 - $26.18 Employee pay is based on a variety of factors, including qualifications, credentials, education, and prior work experience. The compensation range does not include benefits or pension plan.

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 is a Drug-Free Workplace. For more information or for individuals with disabilities needing special assistance with our online application process contact Carilion HR Service Center at 800-599-2537, 8:00 a.m. to 4:30 p.m., Monday through Friday.

For more information on E-Verify: https://www.carilionclinic.org/eoe-e-verify-and-right-work-policies

Benefits, Pay and Well-being at Carilion Clinic

Carilion understands the importance of prioritizing your well-being to help you develop and thrive. That's why we offer a well-rounded benefits package, and many perks and well-being resources to help you live a happy, healthy life - at work and when you're away.

When you make your tomorrow with us, we'll enhance your potential to realize the best in yourself. Below are benefits available to you when you join Carilion:

• Comprehensive Medical, Dental, & Vision Benefits
• Employer Funded Pension Plan, vested after five years (Voluntary 403B)
• Paid Time Off (accrued from day one)
• Onsite fitness studios and discounts to our Carilion Wellness centers
• Access to our health and wellness app, Personify Health
• Discounts on childcare
• Continued education and training