This position performs a wide variety of administrative and office support activities for the Chief Administrator for the Department of Obstetrics and Gynecology. Position performs problem-solving duties of a confidential nature for Chief Administrator as well as back up administrative support for Chair and Department Administrator. Offers administrative support to senior administration to facilitate efficient operation of the department.

• Enter all annual purchase orders for the department in eVA, ensure purchase orders are correctly issued and vendors notified. 
• Departmental liaison with accounts payable, ensuring all outstanding invoices are paid.
• Maintain inventory of all department ultrasound equipment including leases, invoicing and maintenance agreements. 
• Obtain quotes and purchase all departmental IT technology.
• Responsible for ordering and tracking all departmental uniforms.
• Manage and purchase all new lab coats.
• Provides general administrative support to Chief Administrator and back support to Chair and Department Administrator to include but not limited to maintaining Microsoft Outlook calendars, scheduling meetings, reading and routing incoming mail; preparing outgoing mail; composing and typing routine correspondence for supervisor’s signature; editing correspondence, scheduling appointments; answering and transferring phone calls; copy/scan/fax.
• Review all forms for Chief Administrator (IDT, APForm, PA01, PA02, etc.)
• Review all ChromeRiver vouchers.
• Track membership payments for providers.
• Responsible for tracking department cell phone allowances.
• 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.
• 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 Chair 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 Chief Administrator’s daily calendar, communications, and contacts; keep Chief Administrator 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 Chief Administrator and senior management in day-to-day administrative operations.
• Initiate, prepare, coordinate, and complete various projects as directed by Chief Administrator 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 Chief Administrator’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.

Required: Must have high organizational skills and ability to multi-task and work independently. Experience working with various software applications is required (i.e. Microsoft Office).

Preferred: Bachelor’s degree required or equivalent experience preferred. One (1) year of administrative support experience is preferred. Experience in an academic setting is preferred.