Administrative Assistant- Division of Urology- Days

The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves to invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into system to assist in procurement of equipment, software and services; tracks and monitors purchase orders; updates and maintains records of financial transactions and vendor contracts; and other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting-related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility.

The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures. This position may have a dual reporting line.

Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of two (2) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Three (3) years of previous secretarial/administrative work experience in an office setting Previous experience in an academic health care setting Education/training REQUIRED: High School Diploma or equivalent Education/training PREFERRED: Post High School coursework in Business, Accounting or closely related field Independent action(s) required: Independently performs administrative and secretarial duties Seeks guidance and direction from supervisor when needed Supervisory responsibilities (if applicable): N/A Additional position requirements: Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs. Age Specific groups served: N/A Physical Requirements (includes use of assistance devices as appropriate): Physical: Lifting 50-100 lbs. Activities: Prolonged sitting, Walking (distance), Repetitive motion Mental/Sensory: Strong recall, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Able to adapt to frequent, change

• Provides confidential secretarial and administrative support to include patient scheduling, data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes.
• Appointment Scheduling, Lab & Ancillary Test Order Entry
  • Using excellent customer services skills, patient appointments are scheduled in an efficient and timely manner.
  • Demonstrating the ability to schedule clinic appointments by scheduling with 95% accuracy per Performance Improvement reports.
  • Demonstrating the ability to order test procedures and schedule other clinic appointments with 98% accuracy per Performance Improvement report.
  • Demonstrates knowledge of HMO insurance and other managed care plans according to VCUHS and department procedures.
  • Communicates health plan requirements to patients and providers when a referral is needed prior to treatment.
  • New Patient appointments: Follow up appointments: Ancillary Services appointments.
• Administrative Support Functions
  • Maintains knowledge of departmental and institutional programs and objectives.
  • Maintains effective and efficient office communication systems, including mail and e-mail processing, document duplication and telephone answering.
  • Maintains office operations by providing cross-coverage for absent office co-workers. Serves as the liaison between the Physician and/or Allied Health Professional and all internal and external contacts.
  • Prepares FLMA paperwork for provider’s signature.
  • Prepares durable medical equipment forms for provider’s signature.
  • Serves as a resource for internal management and staff by responding to inquiries, resolving problems, sharing expertise, etc.
  • Develops relationships with other administrative staff throughout VCUHS to facilitate exchange of information.
  • Resolves issues a