Administrative Staff Specialist - Putney House

The Administrative Staff Specialist performs administrative/secretarial functions for the Department that include:

Welcoming guests/visitors by greeting them in person or by phone and answering or referring inquiries.
Provides coverage at front desk.
Ensures reception area is tidy and presentable.
Directing visitors by maintaining employee directories and giving instructions.
Schedules meetings and conference room spaces.
Coordinates mail flow, collects and distributes parcels and other mail.
Providing oversight of the Putney House parking lot (P-Lot), which entails authorizing usage, monitoring traffic flow, and requesting citations as
needed; works closely with VCUPD.
Providing excellent customer service and completing all assignments, projects, and duties for day-to-day operations in a timely fashion.
Performs various clerical duties such as photocopying, faxing, filing, and collating, as needed.
Maintaining security by following outlined procedures.
Other duties as assigned.

The Administrative Staff Specialist arranges for the repair and maintenance of office equipment, monitors staff attendance and time, and assists staff as needed. The Administrative Staff Specialist facilitates and coordinates the day-to-day administrative activities of the department. This position supports fiscal and time management objectives of the department by coordinating administrative services through effective interactions with staff.

Licensure, Certification, or Registration Requirements for Hire: N/A

Licensure, Certification, or Registration Requirements for continued employment: N/A

Experience REQUIRED:
Minimum of four (4) years of previous secretarial/administrative work experience in an office setting
Previous experience with Microsoft Office applications and e-mail/calendaring

Experience PREFERRED:
Five (5) 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:
Associate Degree in Business, Accounting or related field from an accredited program

Independent action(s) required:
Coordinates recruitment activities and scheduling of interviews with applicants.
Performs daily activities with minimal supervision.
Ability to work in a fast pace environment; proactively resolve problems with minimal supervision.
Provide new faculty member orientation.
Manage multiple physician calendars and appointments.
Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members.
Orders supplies/equipment.
Arranges for the repair and maintenance of office equipment

Supervisory responsibilities (if applicable): N/A

Additional position requirements:

Work schedule may change based on department's needs

Age Specific groups served: All

Physical Requirements (includes use of assistance devices as appropriate):
Physical: Lifting less than 20 lbs. Lifting 20-50 lbs.
Activities: Prolonged standing
Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking
Emotional: Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.