Administrative Specialist Iii

Administrative Specialist III

Job Code: SE4161

Monday-Friday (9am-5pm)

This position will support the Learning and Development team within the HR Department. The Learning and Development team is charged with creating and facilitating learning and professional development opportunities for the organization, including the preparation and delivery of new hire orientation.

The Administrative Specialist III supports the Learning and Development team through facilitation of new hire orientation as well as providing administrative and program support.

Reports to and receives assignments from the Director, Learning and Development

ABOUT US

We are welcoming a new era in healthcare where achieving good health is just the beginning. At UVA Health Northern VA & Culpeper, we believe in caring for the whole person by getting to know – and making connections with – our patients. By combining the talent and expertise of our people, the breadth of capabilities across our system, and our commitment to helping our communities get better and stay healthy, we are improving the patient experience.

As a UVA Health Northern VA & Culpeper team member, you will have a voice in patient care decisions, support the most advanced medical technologies and feel a strong sense of satisfaction from making a difference in people’s lives every day.

JOB TYPE

Classification: Nonexempt

Supervises Positions: No

JOB SUMMARY

The Administrative Specialist III provides both administrative and clerical support to the department, either as part of a team or individually to ensure the administration and smooth running of departmental business. This position will support the Marketing & Communication function as well as Community Engagement for UVA Health Northern VA & Culpeper. Serves as a resource to staff.

Reports to and receives assignments from the Director or Sr. Director level.

Communications: Communicates effectively with all levels of hospital staff and visitors.

• Greets and assists visitors to the department.
• Answers all incoming telephone calls and provides accurate information as needed.
• Attends assigned meetings, records minutes, and maintains meeting attendance records.

Administration and Event Management: Ensures the administration and smooth running of departmental business.

• Maintains calendars for executives and leaders.
• Maintains an organized filing system to easily access information as needed.
• Arranges and provides operational support for meetings and/or events, as well as conferences, conference calls, and video conferences.
• Plans and coordinate travel arrangements as needed.

Financial Management: Works with staff and vendors to collect and submit invoices.

• Collects invoices for department services, if applicable.
• Files Expense Reports.
• Submits requests for disbursement to Accounts Payable.

Supplies Management: Works with suppliers and vendors to ensure that the department has the required supplies on hand.

• Orders supplies and maintain inventory for department.
• Completes requisitions and sends to Purchasing Department or vendor.
• Receives and distributes supplies.

Timekeeping: Oversees departmental timekeeping duties, including researching discrepancies and correcting as appropriate.

• Completes timekeeping duties accurately and by prescribed deadlines.
• Tracks attendance occurrences and submit reports to the supervisor and director as requested.
• Determines the need for corrective action as appropriate.

Security Liaison: Coordinates employee access to organizational facilities and resources.

• Processes requests for employee access in a timely manner.
• Maintains access records on each employee for compliance standards.
• Terminates accesses that are no longer needed.

The incumbent may be asked to perform additional duties as assigned.

QUALIFICATIONS

Education: High School Diploma or GED required. Bachelor’s Degree preferred.

Experience: 3 years of administrative support experience required. 1 year of healthcare administrative support experience preferred.

Licensure: N/A

Additional Skills/Requirements Required : Ability to effectively communicate with stakeholders at all levels, including internal team members, leaders, vendors, and community partners. Ability to use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets, and databases; Ability to successfully complete generic and department-specific skills validation and competency testing.

Additional Skills/Requirements Preferred : Strengths in writing and editing, with ability to learn and follow writing style standards and guides. Detail oriented with ability to manage projects as assigned toward desired deadlines and outcomes.

PHYSICAL DEMANDS

Physical Demand Code: 6A, Customer Service

Work Function/Activity : Sedentary to Light Physical Demand

The job requires frequent sitting and standing, occasional walking, and bending/stooping. Frequent repetitive arm, hand, and finger movements. Proficient communicative, auditory, and visual skills. Attention to detail and ability to write legibly. Ability to lift/push/pull up to 20 lbs. occasionally. This job description may not include all assigned duties, responsibilities, or aspects of the job described. It may be amended at any time at the sole discretion of UVA Health Northern VA & Culpeper.

OTHER

• May require the use of safety equipment, such as HEPA mask, for infection prevention: Yes
• On call responsibilities as directed: No
• Ability to travel between campus buildings, remote facilities, and out of town as needed: Yes