Administrative Staff Specialist

Virginia Commonwealth University Health Systems; Richmond (VA); On-site; USD 32,000 - 50,000; Full time

Job summary

Virginia Commonwealth University Health Systems seeks an Administrative Staff Specialist to support the department with secretarial tasks, budget monitoring, scheduling, and patient registration.

The role involves handling accounts payable/receivable, coordinating interviews, managing multiple physician calendars, arranging business travel, and ensuring compliance with hospital policies. Flexibility to adapt in a fast-paced environment is required.

Qualifications

• Minimum of four (4) years of previous secretarial/administrative work experience in an office setting.
• Experience with Microsoft Office applications and e-mail/calendaring.

Responsibilities

• 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.

Skills

Secretarial work

Calendar management

Budget tracking

Accounts receivable

Vendor coordination

Phone etiquette

Education

High School Diploma

Associate Degree in Business

Tools

Microsoft Office

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