Job Details

Newport News, Virginia

Overview
Provides comprehensive administrative support to the Human Resources Business Partner team. This role is responsible for a variety of core administrative functions, including meeting coordination and preparation, calendar management, travel arrangements, processing invoices, purchase orders, and providing high-quality customer service and phone support. This position also handles correspondence, file management, data entry and spreadsheets, and clerical support related to provider immigration documents and tracking. The individual in this role must be able to work independently, manage priorities with minimal supervision, and demonstrate strong attention to detail in all tasks and documentation. Position must demonstrate proficiency with Microsoft Office applications and utilizes the Riverside Care Difference principles in all interactions.

What you will do

• Provide clerical support for department/facility directors and/or managers. Duties include reception, greetings, customer service, answering phones, taking messages, referring calls, mail distribution, correspondence, file management, data entry and spreadsheets, clerical support related to provider immigration documents and tracking as well as compensation/contract tracking, auditing and updates.
• Responsible for calendar management, meeting coordination, appointments, special events, etc. Meeting management includes room reservation, timely preparation, and setup. May perform other tasks such as arranging accommodations for travel, arranging special needs in meeting rooms, and meeting agenda items.
• Maintain list of committee/meeting participants the leader is responsible. Ensures materials for meetings/projects are preparedly timely which may include meeting agendas, packets, communicating with participants, accurately recording meeting minutes.
• Effectively utilize informational technology to perform job functions efficiently to include Microsoft Office, Teams, excel, word, riverside specific systems and databases.
• Maintain proper levels in office supplies, which may require checking stock, anticipating needed supplies, placing and expediting orders for supplies. Responsible for maintaining accurate accounting functions/duties within the department, may include but not limited to ensuring all invoices, check requests, PCards receipts and payments are accurately coded and submitted in a timely manner. Follows-up on outstanding invoice inquiries.
• Provide historical reference by developing and utilizing filing and retrieval systems (paper and electronic). Filing system is organized and maintained to ensure efficiency/productivity for the department. May prepare reports, correspondence, and memos as needed by department/facility.

Qualifications

Education

• High School Diploma or GED, (Required)
• Program Graduate, College courses in administrative support (Preferred)

Experience

• 3-4 years General - Administrative Assistant/Secretary/Office Assistant (Required)
• Microsoft Office Experience (Required)
• Workday (Preferred)

Skills and Abilities

• Proficiency in Microsoft Office Suite, including MS Teams
• Organization and time management skills
• Good interpersonal and customer service skills
• Verbal and written communication skills

To learn more about being a team member with Riverside Health System visit us at