EVMS

  • Administrative Assistant

    Position Number
    6239701
    Department
    OB/GYN
    Category
    Administrative/Clerical
    Compensation Max
    USD $21.83/Hr.
    Compensation Min
    USD $16.79/Hr.
    Location : Location
    US-VA-Norfolk
  • Overview

    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.

    Responsibilities

    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

    Qualifications

    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.  

    Location : Location

    US-VA-Norfolk

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed