What are the responsibilities and job description for the Administrative Assistant- Bariatric & GI Surgery- Days position at Virginia Commonwealth University Health Systems?
The Administrative Assistant will support the Bariatric & GI Surgery Department via patient care and coordination and clerical work for the surgeons and division. The ideal candidate will have healthcare experience updating provider calendars, call schedules, template maintenance, interview scheduling, etc.
This team member will be responsible for:
- Appointment scheduling of Bariatric and GI patients
- Obtaining insurance authorizations for Bariatric patients
- Obtaining medical records from outside facilities and sending medical records to outside facilities
- Communicating with other services outside of the Division
- Assisting with secretarial duties to ensure efficient operations-
- Acting as Administrative Assistant to surgeons: managing calendars, day to day operations, clinic schedules
The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves to invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into 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 other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting-related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility.
The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures. This position may have a dual reporting line.Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of two (2) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Three (3) 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: Post High School coursework in Business, Accounting or closely related field Independent action(s) required: Independently performs administrative and secretarial duties Seeks guidance and direction from supervisor when needed Supervisory responsibilities (if applicable): N/A Additional position requirements: Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs. Age Specific groups served: N/A Physical Requirements (includes use of assistance devices as appropriate): 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 pace environment, Steady pace, Able to handle multiple priorities, Able to adapt to frequent, changeDays
VCU Health System Authority (VCU Health) complies with applicable civil rights laws and does not discriminate on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, political affiliation, disabilities, marital status, veteran status, residence, financial status, or any other manner prohibited by law.
This team member will be responsible for:
- Appointment scheduling of Bariatric and GI patients
- Obtaining insurance authorizations for Bariatric patients
- Obtaining medical records from outside facilities and sending medical records to outside facilities
- Communicating with other services outside of the Division
- Assisting with secretarial duties to ensure efficient operations-
- Acting as Administrative Assistant to surgeons: managing calendars, day to day operations, clinic schedules
The Administrative Assistant provides confidential secretarial and administrative support to include data entry and coordination, mailings, general tasks, schedule meetings and generate meeting minutes. This role researches and resolves to invoice and payment issues related to purchase orders and vendor invoices; enters purchase orders into 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 other support activities as requested ensuring the smooth flow of work through the department. This role also performs fiscal, bookkeeping and accounting-related duties in preparing and maintaining fiscal, accounts payable related records and reports. Represents the department, therefore requiring a high degree of communication, accountability and responsibility.
The Administrative Assistant ensures that activities, meetings and events are scheduled accurately; provides timely information to assist with scheduling; and handles urgent and sensitive information on a daily basis, while maintaining office confidentiality. This role performs various duties that require independent discretion and judgment, accuracy, orderliness and timeliness, all within established guidelines and procedures. This role also requires the learning, knowledge, and application of VCUHS policies and procedures. This position may have a dual reporting line.Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of two (2) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Three (3) 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: Post High School coursework in Business, Accounting or closely related field Independent action(s) required: Independently performs administrative and secretarial duties Seeks guidance and direction from supervisor when needed Supervisory responsibilities (if applicable): N/A Additional position requirements: Generally works day shift, Monday through Friday, but may require flexibility for special projects or to meet organizational needs. Age Specific groups served: N/A Physical Requirements (includes use of assistance devices as appropriate): 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 pace environment, Steady pace, Able to handle multiple priorities, Able to adapt to frequent, changeDays
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.
VCU Health System Authority (VCU Health) complies with applicable civil rights laws and does not discriminate on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, political affiliation, disabilities, marital status, veteran status, residence, financial status, or any other manner prohibited by law.
