Administrative Assistant – Molecular Diagnostics – Days

About the role

The Administrative Assistant provides confidential secretarial and administrative support including data entry and coordination, mailings, general tasks, scheduling meetings, and generating meeting minutes. This role researches and resolves invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into the 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 performs other support activities as requested to ensure smooth workflow through the department. The position also performs fiscal, bookkeeping, and accounting-related duties in preparing and maintaining fiscal and accounts payable records and reports. As a department representative, the role requires a high degree of communication, accountability, and responsibility. The Administrative Assistant ensures activities, meetings, and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information daily while maintaining office confidentiality. Duties require independent discretion and judgment, accuracy, orderliness, and timeliness within established guidelines and procedures, including learning and applying VCUHS policies and procedures. This position may have a dual reporting line.

Responsibilities

• Provide confidential secretarial and administrative support including data entry, coordination, mailings, and general office tasks
• Schedule meetings and generate meeting minutes
• Research and resolve invoice and payment issues related to purchase orders and vendor invoices
• Enter purchase orders into system for procurement of equipment, software, and services
• Track and monitor purchase orders
• Update and maintain records of financial transactions and vendor contracts
• Perform fiscal, bookkeeping, and accounting-related duties for accounts payable records and reports
• Represent the department with high-level communication, accountability, and responsibility
• Ensure accurate scheduling of activities, meetings, and events
• Provide timely information to assist with scheduling
• Handle urgent and sensitive information daily while maintaining office confidentiality
• Exercise independent discretion and judgment within established guidelines and procedures
• Learn, know, and apply VCUHS policies and procedures

Requirements

• Minimum of two (2) years of previous secretarial/administrative work experience in an office setting
• Previous experience with Microsoft Office applications and email/calendaring
• High School Diploma or equivalent

Preferred Qualifications

• Three (3) years of previous secretarial/administrative work experience in an office setting
• Previous experience in an academic health care setting
• Post High School coursework in Business, Accounting, or closely related field

Additional Requirements

• Independently performs administrative and secretarial duties; seeks guidance and direction from supervisor when needed
• No supervisory responsibilities
• Generally works day shift, Monday through Friday, with flexibility for special projects or organizational needs
• 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-paced environment, steady pace, able to handle multiple priorities, able to adapt to frequent change

Compensation

Compensation range: $17.25 – $26.39 per hour. Actual salary offers based on relevant work experience, credentials, and qualifications.

Schedule

Day shift, Monday through Friday; flexibility may be required for special projects or to meet organizational needs.