Job Description

Administrative Specialist III

Job Code: SE4161

Schedule: M-F 8:00am-4:30pm; Every other weekend

ABOUT US

We are ushering in a new era of healthcare where achieving good health is just the beginning. At UVA Community Health, part of the world-class UVA Health academic health system, we are committed to caring for the whole person by building meaningful connections with our patients in the local setting of UVA Health’s community hospitals, outpatient locations, and provider offices. By combining our team’s talent and expertise, the breadth of capabilities across the entire UVA Health system, and our dedication to community wellness, we are bringing expert care close to home. As a member of the UVA Community Health team, individuals contribute to patient care decisions, support advanced medical technologies, and experience the satisfaction of making a difference in people’s lives every day.

JOB TYPE

Classification: Non Exempt

Supervises Positions:

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.

QUALIFICATIONS

Education:

High School Diploma or GED required. Associate or Bachelor's Degree preferred.

Experience:

3 years of administrative support experience required. 1 year of healthcare administrative support experience preferred. Emergency Department Only: EMT - 1 year of current documented field experience or 1 year of current healthcare experience preferred. Refer to the Life Support Training Policy for additional details.

Licensure:

Emergency Department Only: Emergency Vehicle Operations Course (EVOC), acceptable DMV driving record, certification as EMT-B in the State of Virginia preferred.

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.

Competencies:

• 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.

PHYSICAL DEMANDS

Physical Demand Code:

Medium to Heavy Physical Demand: The job requires constant standing, frequently walking, and bending/stooping. Proficient communicative, auditory, and visual skills. Attention to detail and ability to write legibly. Ability to lift/push/pull 100 lbs. For any weight over 35 lbs., use Safe Handling Equipment. 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 Community Health.

OTHER

• May require the use of safety equipment, such as HEPA mask, for infection prevention: Yes
• On call responsibilities as directed: Yes
• Ability to travel between campus buildings, remote facilities, and out of town as needed: Yes

The base compensation range for this role is $18.11 - $29.41 hourly.

Individual compensation will be determined by the selected candidate's qualifications, previous work experience, and/or education. Please note that the pay range does not include any applicable incentive compensation programs such as shift differentials, clinical ladders, and other incentives that may be available for those in eligible positions.