Administrative Specialist III

About the role

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. 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.

Responsibilities

• 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.
• 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 coordinates travel arrangements as needed.
• 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.
• Works with suppliers and vendors to ensure that the department has the required supplies on hand.
• Orders supplies and maintains inventory for the department.
• Completes requisitions and sends to Purchasing Department or vendor.
• Receives and distributes supplies.
• Oversees departmental timekeeping duties, including researching discrepancies and correcting as appropriate.
• Completes timekeeping duties accurately and by prescribed deadlines.
• Tracks attendance occurrences and submits reports to the supervisor and director as requested.
• Determines the need for corrective action as appropriate.
• 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.

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