Division Administative Assistant, Department of Psychiatry
Virginia Commonwealth University
Richmond, VA
Full-time
Administration / Clerical
Posted on April 18, 2024
The primary purpose of this position is to provide a wide array of administrative support functions to the Inpatient Division, Employee Assistance Program, as well as general support to the Department Administrator, Associate Administrators, HR Manager, and other leaders within the department. This position will oversee a variety of projects, events, and activities in coordination with the Department's administrative team. The general duties of this position include managing calendars, establishing contacts, and interacting other departments, division heads, faculty, and administrative staff; performing administrative functions related to faculty and provider affairs; serving as systems liaison; and performing other functions to support the productivity, efficiency, and effectiveness of the Division and Department.
Overview of General Responsibilities:
Inpatient Division Administrative Support
- Provides confidential administrative support to the Inpatient Division Chief, faculty, providers, and staff.
- Establishes and maintains calendars, coordinates/schedules meetings, makes travel arrangements, and handles a multitude of correspondence.
- Serves as the point of contact for the Division Chief for all inquiries and calls.
- Communicates effectively both in writing and verbally using their knowledge and understanding of responsibilities and duties.
- Deciphers and demonstrates good judgment regarding emergent and sensitive situations; resolves those applicable to position and elevates/delegates others for resolution.
- Assists with the preparation of printed, electronic, and other documents/materials.
- Assists with the scheduling and execution of educational activities within the division.
- Provides confidential administrative support to the EAP manager
- Assists with maintaining calendars, coordinates/schedules meetings and handles correspondence.
- Assists with the preparation of printed, electronic, and other documents/materials.
- Assists with maintenance of both internal and external EAP provider records.
- Assists with program reporting needs and meeting/presentation preparation.
- Prepares a variety of communications from letters/memos/emails both internal and external to EAP providers, including announcements, policy and procedure changes, website updates, and other correspondence as needed
- Serves as point of contact and liaison coordinating program activities and interacting with external vendors, schedulers, finance colleagues, etc.
- Manages/coordinates projects on behalf of the Department, covering multiple subject matters including but not limited to procurement of supplies and materials, space, facilities, and special events. Provides direction, manages timelines, creates documents, and manages communications
- Owns and manages special projects as assigned by department administration
- Provides administrative support for various standing and ad-hoc committees as needed.
- Serves as the liaison for the department for internal and external constituents and customers.
- Collaborates with website manager in maintaining and updating website and social media platforms.
- Assists with the preparation and distribution of the annual faculty contracts and other related documents in collaboration with the department's HR Manager.
- Assists with the coordination of hospital privileging, credentialing and provider enrollment processes in collaboration with Associate Administrators.
- Assists with recruitment including assisting with interview scheduling, gathering documentation, and communicating with applicants in collaboration with Associate Administrators.
- Serves as a resource to other leaders and staff as needed. Helps to solve problems, distributes information and shares expertise.
- Serves as a backup to the Executive Administrative Assistant on all department related activities including but not limited to:
- Coordinates production of departmental reports including annual research/publication bibliography
- Provides administrative support to the Department's Promotion and Tenure Committee process
- Provides administrative functions associated with the department's Affiliate Faculty process/requirements
- Coordinates Grand Rounds weekly lecture series
- Assists Department Chair with administrative functions related to research, including interacting and serving as liaison with other administrative staff in the department, SoM, G&C, OSP, IRB, CTTR, etc. as applicable.
- Other duties as assigned.
2-3 years of administrative experience required. Excellent verbal/written communication and customer service skills required. A professional attitude and confidentiality. Ability to manage time efficiently, prioritize work, and handle multiple projects simultaneously and with excellent attention to detail. Strong computer skills and experience with Microsoft Office software and ability/willingness to learn new software and programs. Demonstrated ability to work independently and ability to effectively problem-solve. Ability to collaborate as part of a team. Demonstrated experience working in and fostering a diverse faculty, staff, and student environment, or commitment to do so as a staff member at VCU
Preferred Qualifications
College degree preferred. Demonstrated administrative management experience providing executive support to key organizational decision maker, preferably in an academic or clinical setting
The position will remain open until filled.
University Title: Administrative Coordinator GA (19031-19033)
ORP Eligible: No
Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education. VCU School of Medicine comprises 18 clinical departments, eight basic health science departments, and 11 affiliated institutes and centers, and provides preeminent education to physicians and scientists in order to improve the quality of healthcare for humanity. All full-time university staff is eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity, and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off, 12 paid holidays, and more. Explore our benefits further here: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/
The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.
Salary Range: $39,000-$45,000
Position Details:
Department: 1596/Psychiatry
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt
Contact Information:
Contact Name: Tammy Beltz
Contact Email: tammy.beltz@vcuhealth.org
Contact Phone:
