Sr. Administrative Assistant - VPGH (Internal Applicants Only)

Commonwealth of VA Careers; Virginia; Hybrid; USD 52,000 - 64,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Virginia Commonwealth University in Virginia is seeking a highly organized Senior Administrative Assistant in a hybrid role to support the Virginia Partnership for Gaming and Health (VPGH) within the Rehab Counseling department. The role emphasizes billing, data management, dashboards, and reporting to support prevention, treatment, and recovery initiatives.

The position reports to program leadership, collaborates with clinicians, researchers, and community partners, and requires strong data

Qualifications

• Minimum of one year of professional experience in a problem gambling treatment program.
• Experience with billing, reimbursement processes, financial tracking, and documentation.
• Experience with statistical analysis, data management, and quantitative reports.
• Ability to develop and update interactive dashboards (Power BI/Tableau or similar).
• Proficiency with Microsoft Office and data visualization tools.

Responsibilities

• Coordinate daily program operations and implement procedures to improve efficiency.
• Manage billing, invoicing, insurance documentation, and financial records.
• Develop and maintain interactive dashboards to monitor activities and outcomes.
• Collect, integrate, and analyze data from treatment, outreach, and research activities.
• Conduct statistical analyses, monitor KPIs, and report findings.
• Ensure data quality, validation, and routine audits for reliable reporting.
• Create maps and visualizations showing service utilization and regional trends.
• Prepare monthly, quarterly, and annual statistical reports for evaluation and funding.

Skills

Strong organizational skills

Attention to detail

Excellent written and oral comms

Data analysis

Data visualization

Independent work

Tools

Power BI

Tableau

Excel

Google Workspace

Adobe Acrobat Pro

REDCap

SPSS

R

Job description

Advertising Summary:

The Virginia Partnership for Gaming & Health (VPGH), Department of Rehabilitation Counseling, Virginia Commonwealth University, is seeking a highly organized, detail oriented, creative, and resourceful Senior Administrative Assistant.
This is a restricted position with guaranteed funding until June 30, 2027 and will be subject to renewal for additional years.

Unit:

College of Health Professions MBU

Department:

Rehab Counseling

Department Summary:

The Virginia Partnership for Gaming and Health (VPGH) at Virginia Commonwealth University aims to inspire hope, build support, and foster solutions that empower every Virginian seeking to transform their lives from problem gambling. VPGH is funded by the Virginia Department of Behavioral Health and Developmental Services (DBHDS) and also partners with the Virginia Council on Problem Gambling so eligible Virginia Problem Gambling Helpline callers (and others) receive direct referrals for treatment and recovery services in their community. If needed, VPGH covers the cost of treatment to ensure every support seeker’s recovery needs are met. VPGH provides no-cost, evidence-based training on problem gambling to its network of clinicians and peer recovery specialists.

Duties & Responsibilities:

The Senior Administrative Assistant supports the administrative, operational, financial, and data management activities of the Virginia Partnership for Gaming and Health (VPGH). This position plays a critical role in supporting statewide problem gambling prevention, treatment, recovery, education, outreach, and research initiatives.

The Senior Administrative Assistant is responsible for program billing and financial tracking, data collection and analysis, development and maintenance of interactive dashboards, performance monitoring, reporting, and general program operations. The position works closely with program leadership, treatment providers, peer recovery specialists, researchers, and community partners to ensure efficient program operations, accurate data management, and timely reporting.

Typical duties and responsibilities:

• Assist in coordinating and administering daily program operations, including developing and implementing procedures, processes, and systems to improve efficiency and program effectiveness.
• Manage program billing and reimbursement processes, including reviewing provider invoices, verifying insurance documentation and Explanation of Benefits (EOB), tracking payments, and maintaining accurate financial records.
• Develop, maintain, and regularly update interactive data dashboards to monitor program activities, performance indicators, and outcomes.
• Collect, integrate, manage, and analyze quantitative and qualitative data from treatment and recovery services, outreach, workforce development, and research activities.
• Conduct statistical analyses, monitor key performance indicators, evaluate program outcomes, identify trends, and recommend improvements to program effectiveness.
• Perform data quality assurance, validation, and routine audits to ensure accurate and reliable reporting.
• Develop geographic maps and data visualizations illustrating service utilization, provider coverage, regional trends, and gaps in services.
• Prepare monthly, quarterly, and annual statistical and performance reports to support program evaluation, grant requirements, legislative requests, research, and funding initiatives.
• Develop automated reporting processes and data management systems to improve efficiency and reduce administrative burden.
• Assist with budget tracking, financial reporting, and coordination of program activities, trainings, public events, and outreach initiatives.
• Support development of newsletters, promotional materials, social media content, publications, presentations, and other stakeholder communications.
• Collaborate with program leadership, treatment providers, peer recovery specialists, and community partners to support program operations and reporting needs.
• Maintain confidential program information and ensure compliance with applicable policies and procedures.
• Perform other duties as assigned.

Qualifications:

Minimum Qualifications

• Minimum of one year of professional experience working in a problem gambling treatment program.
• Demonstrated experience managing billing, reimbursement processes, financial tracking, and related documentation.
• Demonstrated experience with statistical analysis, data management, and preparation of quantitative reports.
• Demonstrated ability to develop, maintain, and update interactive dashboards using Power BI, Tableau, or comparable data visualization platforms.
• Proficiency in Microsoft Office, particularly Excel, Google Workspace (G Suite), Adobe Acrobat Pro, and REDCap.
• Experience using statistical software such as SPSS, R, Excel, or comparable programs to analyze data and identify trends.
• Ability to integrate, clean, validate, and analyze data from multiple sources and translate findings into meaningful reports and visualizations.
• Strong organizational skills, attention to detail, and demonstrated ability to prioritize multiple responsibilities and meet deadlines.
• Excellent professional written and oral communication skills.
• Demonstrated commitment to superior customer service and a positive, helpful, service-oriented attitude.
• Ability to work independently, take initiative, exercise sound judgement, and develop solutions to operational challenges.
• Demonstrated ability to work collaboratively and effectively in a diverse, fast-paced environment.
• Ability to self‑direct daily activities while remaining flexible to address immediate program and stakeholder needs.
• Demonstrated ability to handle confidential information and exercise professional discretion.
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Familiarity with behavioral health treatment services, insurance reimbursement procedures, and program evaluation preferred.

Salary Range:

$58,240/year

Benefits:

All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, retirement planning and savings options, tax‑deferred annuity and cash match programs, employee discounts, well‑being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status:

Non‑Exempt

Restricted Position:

Yes

ORP Eligible:

No

Flexible Work Arrangement:

Hybrid

University Job Title:

1903S - Sr Administrative Coordinator GA Senior

Contact Information:

Contact Name: Carolyn Hawley
Contact Email: [e-mail]

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