Job Details

Administrative Assistant (Open)

The Administrative Coordinator provides administrative, scheduling, and customer service support to the assigned Department, administrative staff, QM and clinical staff, to assure quality, efficient and cost-effective services. Performs significant job responsibilities:

1. Serves as a resource for leadership and other members of the department. Provides direction, answers questions and resolves concerns, making appropriate recommendations for resources and contacts as needed.
2. Facilitates payroll processes for staff using KRONOS. Tracks staff vacation time and enters hours into time/attendance system. Ensure accuracy of data and collaborates with system payroll representatives.
3. Collaborates with Educators and management to facilitate licensed clinical staff licensure and regulatory compliance if applicable.
4. Maintains databases and files, and effectively communicates with management team and other stakeholders.
5. Participates in project management activities as assigned, including provision of clerical duties or higher-level involvement such as coordination of processes or events. May coordinate meeting rooms, catering, information, invitations, and appointments for events.
6. Provides technical support. Utilizes computer skills to create and maintain department records, such as databases, spreadsheet files, PowerPoint presentations, QM data, and graphs. Ensures accuracy, production, and distribution. Collaborates with the data analyst on specialized projects to meet project deadlines.
7. Composes and/or types correspondence. Provides support for production of a variety of written materials including agendas, minutes, and reports. Prepares monthly reports and assists in maintenance of contract files or other documents. Keeps files and reports in a confidential manner.
8. Possess excellent customer service and communication skills to work in a highly dynamic environment.

Communicates with management, clinical staff, and other internal and external customers. Maintains effective written and oral communications with a diverse population. Job is performed in a normal office environment. Schedule is often interrupted, and workload priorities changed. Operates a variety of office equipment. Maintains confidential information. Handles difficult situations with tact and diplomacy.

Education: Associate degree or equivalent combination of education or equivalent 4 years of experience required. Experience: Two years of experience in data collection and analysis and/or advanced secretarial support required. Experience in emergency services or physician practice setting preferred. Other Minimum Qualifications: Advanced computer skills with knowledge of a variety of software programs, including Microsoft word, Excel, Access, word processing, spreadsheets and presentation or database software. Excellent communications and organizational skills required.

Carilion Clinic is an Equal Opportunity Employer: We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age (40 or older), disability, genetic information, or veterans status. Carilion is a Drug-Free Workplace. For more information or for individuals with disabilities needing special assistance with our online application process contact Carilion HR Service Center at 800-###-####, 8:00 a.m. to 4:30 p.m., Monday through Friday.

When you make your tomorrow with us, we'll enhance your potential to realize the best in yourself. Below are benefits available to you when you join Carilion:

• Comprehensive Medical, Dental, & Vision Benefits
• Employer Funded Pension Plan, vested after five years (Voluntary 403B)
• Paid Time Off (accrued from day one)
• Onsite fitness studios and discounts to our Carilion Wellness centers
• Access to our health and wellness app, Virgin Pulse
• Discounts on childcare
• Continued education and training