Administrative Staff Spcialist

Virginia Commonwealth University Health; United States; On-site; USD 32,000 - 49,000; Full time

Job summary

Virginia Commonwealth University Health is seeking an Administrative Staff Specialist to support the department with confidential administrative tasks, budget tracking, and scheduling. The role includes maintaining personnel files, processing accounts, and resolving scheduling conflicts in a fast-paced health care setting.

Responsibilities extend to coordinating new faculty orientations, travel arrangements, and office systems maintenance, while ensuring HIPAA and HR policies are followed.

Qualifications

• Minimum 4 years secretarial/administrative office experience.
• Proficient with Microsoft Office and email/calendar tools.
• Education: High School Diploma or equivalent; associate degree preferred.

Responsibilities

• Coordinate recruitment activities and schedule interviews.
• Manage multiple physician calendars and appointments.
• Coordinate travel arrangements for new recruits and department faculty.
• Order supplies/equipment and arrange for maintenance of office equipment.
• Assist with budget planning and monitor expenditures.

Skills

Administrative support

Prioritization

Education

High School Diploma or equivalent

Associate Degree in Business/Accounting (preferred)

Tools

Microsoft Office

Email/calendaring tools

Job description

The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include assisting with budget planning; monitoring expenditures; processing accounts receivable; resolving discrepancies with vendors; keeping personnel files in accordance with JCAHO expectations; ordering supplies/equipment and reporting hazards to the appropriate department. This job assists with scheduling appointments, registering patients, resolving patient disputes and answering the telephone. This job verifies insurance but not limited to obtaining referrals and authorization and stays abreast of insurance policies and changes. This job also keeps abreast of Hospital and HR policies as they are implemented. The Administrative Staff Specialist arranges for the repair and maintenance of office equipment, monitors staff attendance and time, and assists staff as needed. The Administrative Staff Specialist facilitates and coordinates the day-to-day administrative activities of the department. This position supports fiscal and time management objectives of the department by coordinating administrative services through effective interactions with the health care team and other support staff. Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Five (5) 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: Associate Degree in Business, Accounting or related field from an accredited program Independent action(s) required: Coordinates recruitment activities and scheduling of interviews with applicants. Performs daily activities with minimal supervision. Ability to work in a fast pace environment; proactively resolve problems with minimal supervision. Provide new faculty member orientation. Manage multiple physician calendars and appointments. Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members. Orders supplies/equipment. Arranges for the repair and maintenance of office equipment Supervisory responsibilities (if applicable): N/A Additional position requirements: Work schedule may change based on department's needs Age Specific groups served: All Physical Requirements (includes use of assistance devices as appropriate): Physical: Lifting less than 20 lbs. Lifting 20-50 lbs. Activities: Prolonged standing Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking Emotional: Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change Compensation Range $23.18 - $35.92 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.

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