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, change
Days
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.
VCU Health Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about VCU Health and has not been reviewed or approved by VCU Health.
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Healthcare Strength — Benefits are described as comprehensive, with medical, dental, vision, mental health, and prescription coverage, and low out-of-pocket costs when using VCU Health facilities. Multiple plan options provide flexibility across networks.
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Retirement Support — Retirement offerings include a 401(a) plan with employer matching contributions alongside 457(b) and 403(b) savings options. Life and disability insurance further strengthen long‑term financial protection.
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Leave & Time Off Breadth — Paid time off is positioned as a competitive component of the package. Additional supports such as adoption leave and back‑up care contribute to work‑life balance.
VCU Health Insights
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What We Do
We are a strong, passionate team of more than 12,500 who take pride in caring for every person who comes through our doors. We lift each other up so we can provide the very best and safest care to those who need us most. Together. Every day. With the support of our university, we make up an academic medical center committed to excellence in patient care, innovation and training tomorrow’s health care workforce. We continue to educate, research and evolve – staying on the cutting edge of care. As a community of innovators, every team member can contribute a spark of ingenuity igniting a force to discover the next cure, hold the next hand, solve the greatest challenges and create the health care of tomorrow. We foster an atmosphere of respect and welcoming for all communities. We infuse our teams with diverse talent that inspires everyone to contribute openly and freely, maximizing their impact and creating meaningful change for our patients and community. Join our team and help us create a new kind of patient experience. Join VCU Health. EEO Statement: VCU Health System strictly prohibits and does not tolerate discrimination against, or harassment of, team members, applicants, or any other covered persons because of age, race, ethnicity, religion, culture, language, physical or mental disability, socioeconomic status, sex (sexual orientation, gender identity or expression and pregnancy), protected veteran status, marital status, genetic information, or any other protected characteristics under applicable federal, state, or local law. Pay Transparency Provisions: VCU Health System complies with the Pay Transparency Provisions
