Senior Administrative Assistant - Otolaryngology - Days

Virginia Commonwealth University Health Systems
United States, Virginia, Richmond
Jul 22, 2025
Senior Administrative Assistant - Otolaryngology - Days The Senior Administrative Assistant provides comprehensive administrative support to the Chair and assigned faculty within the Department of Otolaryngology/Head and Neck Surgery. Key Responsibilities Faculty Support & Scheduling: Manages faculty and division calendars Updates and distributes on-call calendars Tracks PTO and clinic closures Meetings & Communication: Sets agendas and distributes materials for division meetings Manages event planning and logistics for division events Travel & Reimbursement: Coordinates travel (including prior authorizations) Processes travel reimbursements Credentialing & Purchasing: Handles licensure and credentialing processes Purchases medical/office supplies Medical Administrative Tasks: Uses knowledge of medical terminology to support secretarial duties Compiles and maintains medical records, charts, and reports Skills & Competencies Organizational & Multitasking Skills Excellent Communication (both written and verbal) Proficiency in Medical Terminology Knowledge of Hospital/Clinical Administrative Systems Independence & Decision-Making Ability Technological Proficiency (likely in tools such as Outlook, Excel, EMR systems) Ideal Candidate Profile Experienced in healthcare administration Comfortable balancing multiple calendars and priorities Familiar with academic medical environments Proactive and solutions-oriented, with good judgment Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of three (3) years of previous secretarial/administrative work experience in an office setting Previous experience with Microsoft Office applications and e-mail/calendaring Experience PREFERRED: Four (4) years of previous secretarial/administrative work experience in an office setting Previous experience in a 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: Performs assigned administrative/secretarial functions with minimal supervision and guidance. Supervisory responsibilities (if applicable): N/A Additional position requirements: N/A Age Specific groups served: N/A Physical Requirements (includes use of assistance devices as appropriate): Physical - Lifting 20-50 lbs. Activities: Prolonged standing, Prolonged sitting, Frequent bending, Walking (distance), Climbing (steps, ladder, other), Repetitive motion Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Steady pace, Able to handle multiple priorities, Frequent and intense customer interactions, Noisy environment, Able to adapt to frequent change EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.