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
Skills Required
- Minimum three (3) years previous secretarial/administrative work experience in an office setting
- Previous experience with Microsoft Office applications and e-mail/calendaring (Outlook, Excel)
- High School Diploma or equivalent
- Proficiency in medical terminology
- Knowledge of hospital/clinical administrative systems (EMR familiarity)
- Ability to lift 20-50 lbs and perform prolonged standing/sitting, bending, walking, climbing, repetitive motion
- Four (4) years previous secretarial/administrative work experience in an office setting
- Previous experience in a health care setting
- Associate Degree in Business, Accounting or related field
- Familiarity with academic medical environments
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
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
