New

Office Manager- Department of Internal Medicine Office of Educational Affairs- Days

Virginia Commonwealth University Health Systems
United States, Virginia, Richmond
May 15, 2025
We are seeking an experienced administrative professional who is adept at successfully managing multiple tasks at a given time and has experience in both office management and executive leadership support. The Office Manager will support MCVP's Department of Internal Medicine in the Office of Educational Affairs providing administrative assistance, operational support of OEA office/programs and assistant with management of office supplies. These duties include but are not limited to: - Administrative assistance to Associate Chair of Education, IM Program Director, and OEA Associate Administrator - Administrative assistance to APDs and chiefs- schedules for educational activities, administrative projects, educational letters, etc. - Financial processing and procurement - Calendar management and timekeeping - Special project administrative assistance- graduation, orientation, events, retreats, conferences, etc. The Office Manager has the day to day management responsibility for the operations of the academic offices of the Nephrology Division. This job assists with the fiscal administration of the Division and provides administrative support to the Division Chair and the Associate Administrator. This job provides advance level administrative support to the Chief Compliance and Privacy Officer, the Director of Compliance Services and the Deputy Director of Health System Audit. This job manages, coordinates and/or performs all administrative functions for the assigned Audit and Compliance Committee meetings and interprets and applies VCU and VCU Health System's policies and procedures. This position provides professional and courteous contact with Senior Executives, the public, workforce members and outside contacts. This position also maintains the financial information for the department as well proficiency on all new billing, timekeeping and other relevant computer systems required by the administration. Licensure, Certification, or Registration Requirements for Hire: N/A Licensure, Certification, or Registration Requirements for continued employment: N/A Experience REQUIRED: Minimum of four (4) years of previous secretarial/administrative work experience in an office setting. Experience with PC software including Word, Excel, Power Point and Outlook. Experience PREFERRED: Five (5) years of previous secretarial/administrative work experience in an office setting. Previous experience in an academic health care setting. Education/training REQUIRED: (Note: work experience may be considered in lieu of credentials not required by law with HR approval. Work experience must be specific to role) High School Diploma or equivalent Education/training PREFERRED: Bachelor's Degree in Business, Accounting or closely related field from an accredited program. Independent action(s) required: Ability to function with minimal supervision. Independent action(s) required: Most daily work decisions are made independent of management approval. Advice and guidance are sought from the Division Administrator on an as-needed basis when there a major impact on the Department. Independent actions include daily operational functions and communications, assessment of adherence to procedures and policies and taking corrective actions for variances. Supervisory responsibilities (if applicable): May have supervisory responsibilities (hourly, work study students, volunteers) as required by Divisional objectives and projects. Additional position requirements: N/A Age Specific groups served: N/A Physical Requirements (includes use of assistance devices as appropriate): Physical: Lifting less than 20 lbs. Lifting 50-100 lbs. Activities: Prolonged sitting, Frequent bending, Walking (distance) Repetitive motion: Keyboard, Mouse Mental/Sensory: Strong recall, Reasoning, Problem solving, Hearing, Speak clearly, Write legibly, Reading, Logical thinking Emotional: Fast pace environment, Able to handle multiple priorities, Frequent and intense customer interactions, Able to adapt to frequent change Administrative assistance to Associate Chair of Education, IM Program Director, and OEA Associate Administrator Phone calls Schedule Mail Letters, communication PD liaison Other supportive administrative tasks Administrative assistance to APDs and chiefs- schedules for educational activities, administrative projects, educational letters, etc. Notary for OEA Financial processing/procurement Tracks daily/monthly expenditures Vendor liaison Ordering - all office equipment and products, contracts, services, resources, space Processes all financial payments for OEA Processes all invoices in timely manner Reviews all expenditures for approval by Associate Administrator/Associate Chair Produces monthly financial updates for Associate Administrator/Associate Chair Prepares yearly budget tracker Recruiting support - under direction of recruiting coordinator and as needed Coordinates and manages all vendors (hotel, dinners, lunches) Meeting coordination and calendar Includes supporting conferences daily - vendor arrangements, lunch support, conference room set-up, etc (with assistance of chief medical residents and office assistant) Timekeeping Back-Up Collects timesheets and leave forms from staff Enters staff data into the timekeeping system for each pay period Special project administrative assistance- graduation, orientation, events, retreats, conferences, etc. Space reservation and coordination Securing of supplies Assist with planning and logistics On-site administrative support - assistance as needed Travel coordination Days EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.