Performs a wide variety of administrative and office support activities for the Associate Chair of Administration and Finance for the Department of Obstetrics and Gynecology. Offers administrative support to senior management to facilitate efficient operation of the department.
Data collection for monthly financial and productivity reports
Prepare personnel action sheets and position request forms as directed by senior management
Responsible for preparing procurement card statements and monthly reconciliation for review
Responsible for department issued cell phones and cell phone carrier account
Responsible for ordering and tracking department uniforms
Maintain inventory of department ultrasound equipment
Process travel vouchers, mileage reimbursements, cell phone allowance forms, network requests, materials management requests, and maintenance requests
Track and audit sick/vacation time in Time and Attendance for monthly management employees and faculty
Maintain internal records of academic leave for all department faculty and monitor remaining academic leave available balance so as not to exceed budgeted amount
Maintain personnel, purchasing, fiscal, and other administrative records to ensure compliance with applicable policies
Maintain office supply inventory
Process requests for supplies, services, and payments in OneSource
Manage annual purchase orders for department
Maintain up to date department organizational chart and policy and procedures manuals
Plan and organize departmental events such as holiday events, research retreats, and other meetings inside and/or outside of operating hours
Serve as initial point of contact within department for administrative needs to include cell phone services, meeting arrangements, facilities and equipment maintenance, contracting, purchase orders, procurement card purchases, and ultrasound equipment inventory
Provide administrative support to the department Chairman and other members of the department as requested; including arranging air and ground transportation, hotel accommodations, and various others aspects of travel as needed
Facilitate and coordinate Associate Chair’s daily calendar, communications, and contacts; keep Associate Chair informed of the schedule
Prepare correspondence, agendas, presentations, meeting materials, etc. for various meetings with attendants from EVMS, EVMS Medical Group, and external entities
Maintain files on all correspondence, contracts, meeting materials, etc. to include confidential information
Assist the Associate Chair and senior management in day-to-day administrative operations
Initiate, prepare, coordinate, and complete various projects as directed by Associate Chair and senior management
Evaluate office production, revise procedures, and/or devise new forms to improve efficiency of workflow. Establish uniform correspondence procedures and style practices
Serve as the Associate Chair’s liaison with EVMS and EVMS Medical Group Administration, Clinical Division Directors, Department Chairs, Hospital Administration, etc. as well as other external entities.
Open, sort, prioritize, and distribute incoming correspondence
Answer telephone, screen callers, relay messages and greet visitors
Maintain physician information to ensure compliance with various medical societies
Travel to various locations on and off campus as needed
Performs other duties as assigned
High school diploma plus five years of administrative experience is required. Must have experience in Microsoft Office applications with exceptional knowledge in Excel.
Higher education may be substituted for experience.