Join our outstanding Radiation Oncology team at the Adult Outpatient Pavilion in downtown Richmond! We are dedicated to providing top-notch care to our patients, and we're seeking a dynamic individual to join us as an Administrative Staff Specialist. This role offers an opportunity to contribute to the efficient functioning of our department while supporting our team of experts in delivering exceptional care.
The Administrative Staff Specialist within the Department of Radiation Oncology plays a crucial role in providing comprehensive administrative support to the Vice Chair of Medical Physics, Central Administration team, and other departmental faculty/staff. This position encompasses various office functions, including human resources, fiscal processes, and general office management tasks, aimed at enhancing operational efficiency and effectiveness.
Key Responsibilities:
•Provide administrative and secretarial support, including budget planning, expenditure monitoring, and accounts receivable processing.
•Maintain personnel files in compliance with JCAHO expectations and assist with resolving discrepancies with vendors.
•Manage office supplies/equipment, report hazards, and coordinate repair and maintenance activities.
•Assist with appointment scheduling, patient registration, resolving disputes, and handling telephone inquiries.
•Verify insurance coverage, obtain referrals and authorization, and stay updated on insurance policies and changes.
•Stay abreast of hospital and HR policies and implement them as required.
•Monitor staff attendance and time, provide assistance as needed, and facilitate day-to-day administrative activities.
•Support fiscal and time management objectives through effective coordination with the healthcare team and support staff.
Requirements:
•Previous experience providing office administration support, ideally with some exposure to executive or leadership-level support.
•Adaptability to a fast-paced environment with excellent communication, problem-solving, and organizational skills.
•Familiarity with higher education and/or health system environments preferred.
Additional Details:
•Full-time position, Monday-Friday, 8:00 am - 5:00 pm.
•Primarily located within the Adult Outpatient Pavilion (AOP) on VCU Health's downtown campus.
•Remote work or overtime hours may be approved by the supervisor but are not anticipated as ongoing aspects of the position.
Join our team and contribute to our mission of delivering exceptional care to our patients. Apply now to become a valued member of our Radiation Oncology department.
Licensure, Certification, or Registration Requirements for Hire: N/A
Licensure, Certification, or Registration Requirements for continued employment: N/A
Experience REQUIRED:
Minimum of four (4) years of previous secretarial/administrative work experience in an office setting
Previous experience with Microsoft Office applications and e-mail/calendaring
Experience PREFERRED:
Five (5) 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:
Associate Degree in Business, Accounting or related field from an accredited program
Independent action(s) required:
Coordinates recruitment activities and scheduling of interviews with applicants.
Performs daily activities with minimal supervision.
Ability to work in a fast pace environment; proactively resolve problems with minimal supervision.
Provide new faculty member orientation.
Manage multiple physician calendars and appointments.
Coordinate business travel arrangements as assigned for new recruits and current departmental faculty members.
Orders supplies/equipment.
Arranges for the repair and maintenance of office equipment
Supervisory responsibilities (if applicable): N/A
Additional position requirements: Work schedule may change based on Department needs
Age Specific groups served: All
Physical Requirements (includes use of assistance devices as appropriate):
Physical: Lifting less than 20 lbs. Lifting 20-50 lbs.
Activities: Prolonged standing
Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Reading, Logical thinking
Emotional: Fast pace environment, Able to handle multiple priorities, Able to adapt to frequent, change
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.