Administrative Assistant (Hourly), School of Medicine/Department of Pediatrics

Position Summary:

The Administrative Assistant provides operational support and assists the program manager and staff through the coordination of clerical and financial aspects of the Central Virginia Care Connection for Children (CVACCC) program to ensure customer satisfaction, continuity of services and to maintain cost effectiveness. Operational support is defined as preparing invoices and maintaining them in the documentation system that supports CVACCC grant reporting requirements. The Administrative Assistant will maintain a variety of records, such as inventories of supplies and materials, prepare correspondence, forms and reports, and perform general office duties such as mailing, faxing, photocopies, telephone coverage including taking referrals, etc...This person uses multiple data systems to organize and keep track of information, data, budget, and work progress. This person reconciles CVACCC expenditures with the Grant Accountant, Virginia Commonwealth University. Grants & Contracts Accounting Department and this writer, the program manager. This position works with staff and all billing departments to ensure correct and timely payment of invoices.

Core Responsibilities:
40% - Office Management - Ensures work procedures enhance quality of service to internal and external customer of the Department. Functions as an office manager: assist with the quantity and quality of clerical work completed by establishing task priorities. Work closely with senior staff, ancillary departments, and providers in the achievement of customer satisfaction as well as Plan/Department goals. Coordinates the re-ordering of office equipment and supplies, applies knowledge of program support activities. Work environment is structured. Typically serves as first point of contact for assigned program. Maintains a variety of records, such as inventories of supplies and materials; prepares correspondence, forms and reports. Procures documents related to assigned office/program area. May be required to establish and maintain filing systems. Applies specific knowledge of work unit programs and activities. Applies knowledge of basic math and bookkeeping, telephone procedures, and standard business communication. Performs general office duties such as mailing, faxing, telephone coverage, copies, etc. Responsible for referral intake.

30% - Department meets contractual obligations. - Responsible for understanding, coordination, communicating, and operationalizing business requirements that are established as a result of funding and/or contractual obligations. Develops and maintains documentation systems which support reporting requirements of funding and/or contractual obligations.

15% - Serves as educational/technical resource for CVACCC - Acts as educational/technical resource for CVACCC to facilitation timely, accurate processing & resolution of issues related to services provided. Will serve as a resource to staff for various computer programs. Acts as a resource for community resources by using and updating mapping for resources already established on computer system.

15% - Performs other functions designated/assigned - Participates in other activities as assigned, i.e. special projects, workgroup membership, etc.

Minimum Hiring Standards:

-High school graduate or equivalent experience
-Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU
-Must be able to communicate effectively to patients both orally and through written communication
-Ability to prepare (draft) written communications
-Excellent oral and written communication skills
-Ability to meet deadlines, organize workload and juggle changing priorities
-Ability to adapt to change and ambiguity
-Ability to collect data accurately and document in VDH User System
-Knowledge of basic math and bookkeeping

Preferred Qualifications:

-Advanced degree preferred
-Previous office/clerical work experience preferably in a medical setting
-Previous office administration experience in an Academic Medical Center
-Working knowledge of ICD-CM, CPT and medical terminology helpful
-Grant experience or experience with grant reconciliation
-Strong Microsoft Office skills (Word, Excel, Powerpoint)

This position is open until filled.

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. VCU School of Medicine comprises 18 clinical departments, eight basic health science departments, and 11 affiliated institutes and centers, and provides preeminent education to physicians and scientists in order to improve the quality of healthcare for humanity.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.