VNPC Executive Administrative Assistant, School of Medicine/Department of Pediatrics

Position Summary:
As a member of the Virginia Neonatal Perinatal Collaborative (VNPC) and Department of Pediatrics team, the Executive Administrative Assistant will be supervised by the Senior Director. This position will be responsible for assisting both the Senior Director daily calendar management and support overall scheduling; along with assisting managers with development and implementation of clerical standards, policies and practices for the VNPC while maintaining confidentiality, tact and diplomacy. The VNPC Executive Administrative Assistant will be trained to assist in the administrative management of sponsored awards, along with assisting with logistics for submitting invoices, purchasing in alignment with grant deliverables and managing office supplies. This position will also be responsible for the everyday activities of the VNPC, related to meetings, agendas, minutes, assisting with event planning, communication with key stakeholders, action items and strategies that emanate from the VNPC Senior Director. They may work independently or as part of a team. They work under limited supervision, resolving most complex issues independently and referring unprecedented issues to the VNPC Senior Director. This position provides an opportunity to work in a fast paced environment with potential for career growth in the field of maternal and infant public health and for those presenting a willingness to learn and ability to work collaboratively with a diverse group of faculty and staff.

Core Responsibilities:

Financial Administration
Work under direction of supervisor to provide fiscal support to the program. Fiscal duties include but are not limited to:
•Advise and alert supervisor of any compliance concerns.
•Monitor, evaluate, and ensure accurate files are maintained for all expenditures charged to each managed account; reconcile transactional records against expense reports on a monthly basis in conjunction with supervisor; monitor personnel and other expenditures and communicates any questions, concerns to supervisor.
•Perform routine fiscal assignments as needed.

Program Activities
•Maintain calendars, schedule meetings/appointments, reserves space for meetings/events, prepare/review/edit documents and correspondence with a high degree of accuracy within time frame requested, and other duties as assigned
•Maintains customer service that is compatible with core & traditional public health values. Assures program is consistent with current resources and are provided within State, Federal and District policies & guidelines.
•Provides primary and direct administrative support for VNPC Senior Director and other staff
•Assists VNPC with grant and general assembly reporting and document and submit when due & consistently meets submission deadlines.
•Provides overall office management of supplies, work orders, and ordering

Planning and Evaluation
•Assists with planning of Day of Learning, Annual Summit and other trainings for hospitals
•Assists with planning meetings, logistics and follow-up as needed to support grant deliverables
•Maintains attendance of meetings and correspondence with partners to meet grant deliverables
•Maintain rosters for all advisory committees, councils and workgroups for the VNPC

Community and Interagency Relationships
•Works actively with other state agencies, stakeholders, and community leaders to promote public health and develop effective working relationships.
•Attends meetings for committees and work groups to represent the VNPC to take minutes as needed
•Maintains and updates VNPC infrastructure with information on perception of needs and public health services by these groups, agencies, or organizations.
•Works with health systems and local communities for correspondence from workgroups, meetings, etc. to meet deliverables
•Actively and regularly engages with stakeholders around the state.

Customer Service
•Treats others in the work place with respect.Guided by VNPC program goals, identifies and takes steps to meet the needs of the members of the VNPC.
•Working with supervisor and co-workers, improves work processes by making suggestions and jointly developing changes to decrease cost and/or improve services.
•Shares fairly in assigned work tasks and helps in other areas when needed.
•Limits problems between employees by talking with involved co-worker(s) about an issue as soon as it comes up and, when needed, getting supervisor involved.
•Works with team members in a collaborative manner to ensure coordination of initiatives.

Training and Leadership
•Sets professional example & proactively promotes participation, seeks additional learning & developmental skill opportunities.
•Participates in in-service, workshops & classes to maintain/upgrade knowledge, skills and abilities as pertains to maternal and infant health, public health, & theory & practice.
•Sets standards & priorities for maternal and infant health.Proactively researches & requests training to update skills as available/appropriate.

Other Duties as Assigned
•The goal of the VNPC is for Virginia to be the best and safest state to deliver and have a baby.
•To that end, this position contributes to supporting the health of all Virginians through the efficient and effective daily tasks of the VNPC.
•May be required to perform other duties as assigned.