Administrative Assistant, Department of OBGYN Administration

Carilion Clinic

Job Summary

Take this rare job opportunity to apply your skills to a dynamic new setting. Keep vital teams organized, informed, and fully prepared to succeed. At Carilion Clinic, our team secretarial and administrative support in a forward-thinking environment. You will thrive through extensive training, supportive leaders and potential for advancement. Carilion offers comprehensive benefits, paid time off, and tuition options. Join a team where your skills and ideas will make a difference in the health of our patients and the communities we live in.

The Administrative Assistant provides a wide range of administrative support to the Chair for Carilion Womens, the VP for Women's, Children and Nursing Support Services, and the VP for CMC Facilities. This position provides a bridge for smooth communication between the VPs office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and staff.

The job duties of the Administrative Assistant include, but are not limited to, the following:

  • Completes a broad variety of administrative tasks for the Vice President/and or Medical Chair(s) including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Screens in-coming phone calls, processes mail, composes letters and reports, and word-processing of presentations and financial data documents.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Maintains all confidential files.
  • Purchases equipment and supplies. Maintains office supplies and equipment. Compiles monthly charges and bills for payment through Accounts Payable. Maintains accounting and budget reports.
  • Creates and maintains databases and spreadsheets. Manages and analyzes reports and data from multiple sources.
  • Navigates internal databases, including Hyperion, Lawson, Health stream and others as required.
  • May be responsible for submitting departmental payroll information. May be KRONOS changer.
  • Plans, coordinates and schedules meetings, conferences and other related activities for VP and Medical Chair for designated areas.
  • Assists with organizing committee meetings and prepares meeting materials including agendas, presentations and other meeting collateral.

Minimum Qualifications

Education: Associate Degree or graduate of a post High School secretarial or business program.

Experience: Five (5) years secretarial or related work experience required.

Licensure/Certification: Notary Public required. Professional Secretary Certification preferred.

Other: . Demonstrated customer service orientation. Proven business writing skills with the ability to compose documents, including correspondence, agendas, minutes, reports, etc. Advanced computer skills in Microsoft software programs, including Word, Excel and PowerPoint, with knowledge of other database and/or presentation software. Excellent communications and organizational skills required. Excellent grammar skills required.

Our Values

Below are our core values that we strive to embody and expect of all our team members:

Collaboration: Working together with purpose to achieve shared goals.

Commitment: Unwavering in our quest for exceptional quality and service.

Compassion: Putting heart into everything we do.

Courage: Doing what’s right for our patients without question.

Curiosity: Fostering creativity and innovation in our pursuit of excellence.

Requisition Number: 58579
Employment Status: Full time
Location: CRMH - Carilion Roanoke Memorial Hospital
Shift: Day
Shift Details: Monday through Friday; 8:00 a.m. to 4:30 p.m. with some late evening or early morning meetings

This is Carilion Clinic ...

An organization where innovation happens, collaboration is expected and ideas are valued. A not-for-profit, mission-driven health system built on progress and partnerships. A courageous team that is always learning, never discouraged and forever curious.

Headquartered in Roanoke, Va., you will find a robust system of award winning hospitals, Level 1 and 3 trauma centers, Level 3 NICU, Institute of Orthopedics and Neurosciences, multi-specialty physician practices, and The Virginia Tech Carilion School of Medicine and Research Institute.

Carilion is where you can make your own path, make new discoveries and, most importantly, make a difference. Here, in a place where the air is clean, people are kind and life is good. Make your tomorrow with us.

Equal Opportunity Employer

Minorities/Females/Protected Veterans/Individuals with Disabilities/Sexual Orientation/Gender Identity

Carilion Clinic is a drug-free workplace.

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