Executive Administrative Assistant
Falls Church, VA
D'Orazio & Associates (D&A) is a fee-only Financial Planning and Wealth Management firm, dedicated to delivering personalized, practical guidance for business owners, executives, families, and individuals. With over $1 billion in Assets Under Advisement (AUA), we are seeking a Receptionist to join our team.
This role is ideal for someone with strong organizational and interpersonal skills, a keen attention to detail, and an eagerness to assist both clients and team members in a professional, welcoming environment.
Responsibilities
Client and Staff Support
Schedule appointments and meetings, ensuring calendars are up to date.
Organize and process incoming client documents via electronic document portal and mail, including receiving, scanning, and filing.
Greet visitors, answer phone calls, and direct inquiries as needed.
Office Administration
Manage incoming and outgoing mail, packages, and deliveries.
Monitor office supplies, place orders (e.g., Amazon), and track inventory.
Keep the reception area and meeting rooms clean, organized, and client ready.
Hospitality
Prepare refreshments and ensure a positive in-office experience for clients during meetings.
General Support
Assist with administrative tasks and document preparation for the Client Services and Financial Planning teams as needed.
Answer basic client questions and provide support to both clients and staff as needed.
Qualifications
Strong organizational skills with the ability to prioritize and multi-task effectively.
Excellent communication and interpersonal skills.
Detail-oriented, proactive, and comfortable working in a collaborative environment.
Proficiency in Microsoft 365 and familiarity with digital tools such as video conferencing and mobile apps.
A client-focused mindset with a genuine desire to provide exceptional service.
Previous financial services experience is a plus but not a requirement
College Education.
Prior relevant experience.
Compensation and Benefits
Competitive pay, commensurate with experience.
401(k) plan with employer match.
Additional benefits:
Paid Time Off
Annual Medical, Dental, and Vision provided
Life Insurance
Paid Parental Leave
Who Should Apply
We're looking for someone with an open mind, a collaborative spirit, and a willingness to go above and beyond for our clients and team. If you are detail-oriented, proactive, and take pride in creating a welcoming environment, we encourage you to apply.
To stand out, include in your application:
Why you are a great fit for this role.
How you can contribute to the responsibilities outlined.
Any examples of your work or accomplishments relevant to this position.
Who Should Not Apply
This role requires self-motivation, adaptability, and a team-first attitude. If you prefer a rigid, structured work environment or are unwilling to take initiative, this may not be the right fit for you.
We value a high-confidence, low-ego approach and look forward to welcoming the right candidate into our team.
Administrative Assistant
Virginia Beach, VA
SBI (Solution Based Innovation LLC.) works directly with industry-leading manufacturers in multiple sectors to provide cutting-edge solutions. SBI simplifies the complexities of government procurement by offering a one-part number solution set for clients. As an innovative integrator, SBI is knowledgeable and conscious of every manufacturer's core business.
Role Description
This is a part-time on-site Administrative Assistant role located in Virginia Beach, VA at SBI. The Administrative Assistant will be responsible for providing administrative support, calander managment, communication, executive administrative assistance, and utilizing clerical skills on a day-to-day basis.
Qualifications
Administrative Assistance and Executive Administrative Assistance skills
Strong phone etiquette and communication skills
Clerical Skills
Excellent organization and time management skills
Proficiency in MS Office (Word, Excel, Outlook)
Proficiency in Adobe (Suites)
Ability to multitask and prioritize tasks effectively
Experience in a similar role is a plus
Degree not required (Drive with some experince in this industry preferred)
Administrative Assistant
Virginia Beach, VA
This is a full-time on-site role for an Administrative Assistant at CrossFit Rife located in Virginia Beach, VA. The Administrative Assistant will be responsible for providing administrative support, managing phone calls and correspondence, assisting with communication, and utilizing clerical skills to support daily operations.
Qualifications
Administrative Assistance and Executive Administrative Assistance skills
Phone Etiquette and Communication skills
Clerical Skills
Strong organizational and time-management skills
Attention to detail and problem-solving abilities
Proficiency in Microsoft Office suite
Ability to multitask and prioritize tasks effectively
Previous experience in a similar role is preferred
SkillBridge Intern: Systems Administrator I (Military ONLY)
Arlington, VA
TSC is seeking a System Administrator I in Arlington, VA. This position supports the TSC Corporate IT Department. This position will provide in-office and remote technical support to employees for computer systems, networks, and hosted IT resources.
TSC offers a professional working environment, a competitive salary, and an excellent benefits package. Come and join our team!
Responsibilities:
Troubleshoots and resolves widely varying technical issues as part of an IT team of ten people supporting laptops, desktops, servers, application software, network equipment, directory systems, circuits, software, telephones, and hosted tenant applications. Provides personal computer, hardware, and software support. Resolves problems or contacts additional technical support as necessary. Provides user instruction for IT systems and networks. Implements and manages security protocols and procedures.
Required Qualifications:
Minimum two years (2) years IT experience working IT support
Experience with Microsoft Windows Desktop Operating systems
Experience with MS Office Suite
Experience with SharePoint
Ability to multi-task
Highly organized
Detail oriented
Willing to learn
Preferred Qualifications:
AS/BS in Computer Science, Computer Information Systems, IT related field
Experience managing and configuring MS Exchange
Experience with MacOS
Experience managing and configuring MS Active Directory & Group Policy
Comp TIA A+ Certification
Network+ Certification
U.S. Citizenship Required: Yes
Eligibility to Obtain a DoD Security Clearance Required for this Position: Yes, Secret clearance.
Travel: Minimal
Relocation Assistance Available: Negotiable
TSC Benefits:
TSC offers a stable work environment, a competitive salary, and a comprehensive benefit package for full-time employees; including ESOP participation, 401k Plan, Flexible Work Schedules, Tuition Reimbursement, Co-Sponsored Health Plan, Paid Leave and much more.
Applying to TSC:
Only those candidates invited for an interview will be contacted. Employment at TSC is contingent upon the successful completion of a comprehensive background check, security investigation, and a drug screening.
TSC is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability or any other protected class
.
This contractor and subcontractor shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, national origin, or for inquiring about, discussing, or disclosing information about compensation. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Forensic Support Assistant - Tidewater District - MEX27
Norfolk, VA
Title: Forensic Support Assistant - Tidewater District - MEX27 State Role Title: Laboratory and Research Tech Hiring Range: $16.20- $22.00/hr Pay Band: 2
Recruitment Type: General Public - G
Job Duties
The Virginia Department of Health, Office of Chief Medical Examiner is actively seeking to recruit a Forensic Support Assistant. This is a wage position and averages 15-29 hours per week, not to exceed 1500 hours in a year and is not eligible for benefits. This position is responsible for working days, evenings, nights, weekends, holidays, and during office closures. The Forensic Support Assistant it responsible for the processing the receipt and release of decedents at the Office of the Chief Medical Examiner, which includes physically moving of decedents, processing the evidence/personal belongings, and ensuring the integrity of the evidence recovered and store at the Medical Examiner's office in accordance with policies and procedures. This position provides support to the forensic autopsy services unit in the morgue, including after hours, on weekends, some holidays, and during office closures. This position is responsible for the cleanliness of the morgue areas while on duty, laundering and organization of linens in the morgue and may assist with other duties, such as organizing toxicology specimens and supplies, assisting local medical examiners with external examinations, etc. Surveillance of refrigeration systems of body storage areas. Monitors access and admittance of all individuals entering the morgue areas while on duty, including law enforcement funeral home/transport personnel, and organ procurement organizations. Reports unusual or emergency conditions to appropriate personnel and authorities.
This position will be responsible for answering telephone calls to the morgue during shift and field questions from hospitals, funeral homes, doctors, families, and police agencies. This position will also perform administrative duties to include, but not limited to data entry, filing, faxing, photocopying, and printing of photographs.
This position is based in Norfolk, Virginia, is a historic, urban, financial, and cultural center of the Hampton Roads region. Norfolk is a must-visit for those who want to learn more about America's navy as it houses the enormous army naval base in the country. Norfolk is also home to many other attractions, such as zoos, parks, and museums, not to mention the famous Chrysler Museum of Art. For more information about the Norfolk area, please visit *************************
Minimum Qualifications
* Must be able to work days, evenings, nights, weekends, some holidays, and during office closures
* Must possess a valid driver's license.
* Experience performing administrative duties including faxing, filing and photocopying
* Ability to effectively communicate verbally
* Ability to follow office policies and procedures without direct supervision
* Knowledge of OSHA and safety, security procedures
* Reading and writing ability to properly complete chain of evidence documents and reading of surveillance thermometers
* Ability to push/pull 100 to 500lbs and lift with assistance
Additional Considerations
* Previous experience with human remains in a hospital, morgue, funeral home or medical examiner's facility
* Experience/training with handling evidence
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.
VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service's Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.
It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: *********************
If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.
Contact Information
Name: Beshaun Judkins
Phone:
Email: ********************************
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at ************.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
Forensic Support Assistant - Tidewater District
Norfolk, VA
Title: Forensic Support Assistant - Tidewater District
State Role Title: Laboratory And Research Technician
Hiring Range: $34,500-$37,800
Pay Band: 2
Agency Website: ********************
Recruitment Type: General Public - G
Job Duties
The Virginia Department of Health (VDH) is dedicated to protecting and promoting the health of Virginians. The VDH is made up of a statewide Central Office in Richmond and 33 local health districts.
The Virginia Department of Health, Office of the Chief Medical Examiner (OCME), Tidewater District, located in Norfolk, Virginia, is seeking a full time Forensic Support Assistant. The Forensic Support Assistant is responsible for working days, evenings, nights, weekends and holidays. The Forensic Support Assistant it responsible for the receipt and release of decedents at the Office of the Chief Medical Examiner, which includes physically moving dead bodies, processing the evidence/personal belongings, managing paperwork and data entry associated with the transfer, and ensuring the integrity of the evidence recovered and stored at the Medical Examiner's office, in accordance with policies and procedures. This position provides support to the Forensic Autopsy Services unit in the morgue, including after hours, on weekend and holidays. Providing support to this work unit includes maintaining the cleanliness of the morgue areas, laundering and organization of linens in the morgue, organizing toxicology specimens, restocking supplies, and assisting local medical examiners with external examinations, etc. This position provides administrative support to the Forensic Autopsy Services work Unit by answering telephone calls to the morgue during shift and field questions from hospitals, funeral homes, doctors, families, and police agencies, data entry, filing, faxing, photocopying, and printing of photographs. This position is responsible for surveillance of refrigeration systems of body storage areas and reporting variances in a timely fashion. The Forensic Support Assistant is required to monitor and regulate admittance of all individuals entering the morgue areas while on duty, including law enforcement, funeral home/transport personnel, and organ procurement organizations. This position is required to report unusual or emergency conditions to appropriate personnel and authorities in a timely fashion.
The Virginia Department of Health offers 12 paid holidays, medical, dental, vision and life insurance, retirement plans (including 401a Cash Match and 457 Deferred Compensation Plan) as well as sick, family/personal, and annual leave.
Minimum Qualifications
• Experience performing administrative duties including faxing, filing and photocopying
• Ability to effectively communicate verbally
• Ability to follow office policies and procedures without direct supervision
• Knowledge of OSHA and safety, security procedures
• Must be able to work days, evenings, nights, weekends and state holidays
• Reading and writing ability to properly complete chain of evidence documents and reading of surveillance thermometers
• Ability to push/pull 100 to 500lbs and lift with assistance
• Must possess a valid driver's license
Additional Considerations
•Previous experience with human remains in a hospital, morgue, funeral home or medical examiner's facility.
•Experience/training/education on chain of custody and the handling evidence and/or personal effects.
•Knowledge of digital photography and the ability to save images on various types of media (CD, USB, external hard drive, server).
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
VDH accepts only on-line applications. Faxed, mailed, or e-mailed applications will not be considered. Applications are accepted until 11:55 p.m. on the job closing date. Applications and/or resumes should include relevant work history which indicates your qualifications for this position.
Employment is contingent upon satisfactory results of a state and federal criminal history background check and the Department of Social Service's Child Abuse and Neglect Central Registry check, U.S. HHSIG Exclusion List check, employment reference check and E-Verify. Other financial, credit, driving, background checks or completion of Statement of Economic Interests may be required for certain positions.
It is the policy of the Commonwealth and VDH that all aspects of human resource management be conducted without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists); sex; color; national origin; religion; sexual orientation; gender identity or expression; age; veteran status; political affiliation; disability; genetic information; and
pregnancy, childbirth, or related medical conditions. VDH employees have a shared Code of Ethics, which can be found in the bottom banner of our website: ********************.
If you have been affected by DHRM Policy 1.30 layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date or this position. The Card may be submitted with the state application as an attachment.
As a V3 (Virginia Values Veterans) employer VDH Welcomes Veterans to apply!
Supplemental Questions: You may be required to respond to position-specific questions at the end of this application. This information will help us evaluate your credentials and qualifications for the job. Failure to respond to any questions may disqualify you from further consideration.
Contact Information
Name: Beshaun Judkins
Phone: No Phone Calls
Email: ********************************
In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at ************.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
Project Assistant -ITG
Ashburn, VA
The most security-conscious organizations trust Telos Corporation to protect their vital IT assets. The reputation of our company rests on the quality of our solution and the integrity of our people. Explore what you can bring to our solutions in information assurance, secure networks, secure enterprise messaging, and identity management.
Be a part of the Telos culture and see what sets us apart! Telos offers an excellent compensation package with benefits that include generous paid time off, medical, dental, vision, tuition reimbursement, and 401k. Our employees enjoy more than just a great work environment!
We are seeking a detail-oriented Project Assistant to help with administrative support and coordination of activities on a DoD contract.
Key Responsibilities:
Provide administrative and operational support to management in a variety of functional areas, which may include finance, human resources, training, etc.
Provides administrative support and coordination during all phases of the project.
Facilitate contract onboarding of new hires to include the required paperwork needed by the government, tracking the onboarding process, and any related OCONUS processes for folks overseas (SOFA, visas, etc.).
Track required government training and completion by staff.
May have to interface with senior management and government customers.
Develop, maintain, and proofread various contract deliverables.
Arranges logistics for meetings, conferences, training, and other project-related events.
Develop and distribute meeting agendas and meeting minutes, to include key decisions and action items.
Assist in reviewing expense reports for staff that are required to travel.
Requirements
High School plus specialized training, and 5+ yrs. of experience preferably on a DoD contract.
Exceptional organizational skills and attention to detail.
Solid interpersonal skills.
Ability to manage multiple simultaneous tasks.
An active DoD Secret Clearance is required or the ability to obtain one.
The successful candidate must meet eligibility requirements to access sensitive information, which requires US citizenship.
Telos maintains a drug-free workplace and will conduct drug testing on all applicants who have accepted an offer of employment.
Telos Corporation participates in the E-Verify program. Therefore, any employment with Telos will also be contingent upon confirmation from the Social Security Administration (“SSA”) and/or the Department of Homeland Security (“DHS”) of your authorization to work in the United States
Telos Corporation and its subsidiaries are committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. Telos Corporation will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at **************. If you require relay service assistance, please click on the following link to review information on your state's relay service: *************************************************
Telos Corporation is an EEO/AA employer.
Administrative Associate
Roanoke, VA
Lingo Staffing is now hiring an Administrative Associate in Roanoke, VA! Hours: 8:30am – 5pm Monday – Friday Pay: $17-$19 DOE The administrative professional will be responsible for filling intake paperwork, doing data entry on documents, interacting with customers to get intake information, and processing life insurance and retirement contracts.
Job Requirements:
Must be comfortable interacting with customers in a business environment.
Must have experience using computers.
Must be comfortable answering phones when and greeting customers when the receptionist is out.
Experience working with insurance is a plus.
We are looking for associates who have held the title: Administrative Associate, Receptionist, Administrative Assistant
Administrative Associate III
Virginia
Secretarial/Clerical
Isle of Wight County Schools is seeking an Administrative Associate III for the Superintendent's Office. Considerable clerical experince is preferred.
Salary will be based on Pay Grade 15 the approved FY25 Support Staff Pay Scale. This is a 12-month, non-exempt position.
Come join our team!
An Equal Opportunity Employer
Effective 11/19/2024
Attachment(s):
Admin Associate III
Administrative Intern
Springfield, VA
Pathways Healthcare is a home health care agency that started in MA in 2012 and has since grown to have thirteen centers in six different states - Maine, New Hampshire, Rhode Island, Massachusetts, Pennsylvania and Virginia.
We are looking for an Administrative Intern who will assist with general administrative activities working across departments. The Administrative Intern will cross train and support various tasks relating to patient experience, scheduling, intake, and billing.
Working hours: Monday - Friday; hours flexible
Office Location: Springfield, VA
Essential Job Functions/ Responsibilities
Works alongside departments to obtain the necessary clinical documentation to satisfy the face-to-face encounter requirement for certification of eligibility for Medicare home health services.
Works alongside Clinical Managers to facilitate a physician encounter within the time frame necessary to satisfy the face-to-face encounter.
Works alongside prebill auditors to perform claims audit.
Interacts with patients in a positive and professional manner via telephone.
Maintains strict compliance to HIPPA and patient privacy.
Participates in cross training & coverage
Qualifications
Positive attitude and energetic personality
Computer and technologically savvy
Ability to multitask
Administrative Intern
Falls Church, VA
Martins Construction, a Posillico Company, is one of the Mid-Atlantic region's most prominent general contractors in heavy highway and bridge construction. Reinforcing that reputation is the commitment from our tightly-knit group of project managers and field crews who ensure that unmatched quality, value, and integrity are built into every one of our projects. Since 1993, Martins Construction has consistently tackled some of the region's largest and most challenging projects with safety, reliability, and efficiency. Our expertise span multiple core segments of the heavy highway and bridge construction arena, across Maryland, Virginia and Washington DC.
Administrative Intern
Martins Construction, a Posillico Inc. company, is one of the region's most prominent general contractors in heavy highway and bridge construction. Reinforcing that reputation is the commitment of our tightly knit group of project managers and field crews, who ensure that unmatched quality, value, and integrity are built into every one of our projects. Since 1993, Martins Construction has consistently tackled some of the region's largest and most challenging projects with safety, reliability, and efficiency. Our expertise spans multiple core segments of the heavy highway and bridge construction arena across Maryland, Virginia, and Washington, DC.
Summary: We seek a detail-oriented and motivated Administrative Intern to support our team with daily office operations. The intern will gain exposure to various administrative functions and learn about the construction industry in a dynamic and fast-paced environment.
Responsibilities
Duties and Responsibilities:
Assist with data entry, document management, and project and office records filing
Filing, copying, and scanning confidential documents
Maintain office supplies and assist with general office organization
Special projects such as (but not limited to):
HR/Payroll Audits (including I9 Audit)
Scanning and archiving HR, Payroll files, and Vendor files
Preparing new hire paperwork, including benefit and orientation packages
Assisting with Recruitment
Upload Resumes
Schedule Interviews
Assist with Wellness and Company Events
Planning, Organizing, and Day of On-Site Support
Backup to Receptionist during break time
Organize Employee Files
Perform other administrative tasks assigned to support department needs
Qualifications
Qualifications/Skills Required:
Currently pursuing or recently completed a degree in Business Administration, Human Resources, Construction Management, or a related field
Ability to maintain a high level of confidentiality
Strong Proficiency in Microsoft Office Suite (including Excel)
Excellent organizational, verbal, and communication skills, attention to detail, and problem-solving skills
Fluency in Spanish is a plus but not required
Team-orientated and self-motivated
Reports to: HR Business Partner
Location: Falls Church, VA
Administrative Assistant I (School-Based)
Ashburn, VA
Job Description
Primary Location
J. Michael Lunsford Middle School
Salary Range
$20.58 - $21.86 / Scale B/Universal - Non-Exempt Level 4
Shift Type
Full-Time
Associate Administrator - Radiology
Richmond, VA
Reporting to the Department Administrator, the Associate Administrator provides administrative support and leadership to a single or multiple Divisions under the auspices of an MCVP Administrator and/or Division Chair. The Associate Administrator consults, advises and assists practice management in providing leadership and direction by performing a combination of the following: financial reporting/management; budget development/monitoring; grants management/administration; physical plant maintenance/space planning; and human resources management. Provides staff supervision while promoting a diverse, equitable and inclusive culture.
The Associate Administrator maintains current knowledge of all state and federal laws and regulations and University and Health System policies and procedures. The Associate Administrator ensures that all grants and contract awards are implemented, and reporting requirements are conducted in accordance with established University and sponsoring agencies requirements.
The Associate Administrator works closely and in collaboration with different Divisions, physicians, VCU and VCUHS management and administrative personnel.
Essential Job Statements:
Reporting Relationships:
The Associate Administrator reports directly to the Department Administrator, with a dotted line relationship to the Division Chairs/Chiefs if applicable.
The Associate Administrator works collaboratively with Ambulatory Leaders, Nursing Directors, and other VCUHS and VCU leadership. The Department Administrator works with the Associate Administrator, with input from Division Chairs/Chiefs and Department Chair if applicable, to set annual performance objectives and conduct the annual performance review.
Human Resources Management
Oversees all human resources functions within the Division(s) and serves as the liaison and contact for all human resources matters. Collaborates with VCUHS Human Resources and the HR Business Advisory team to assist in the design, develop, and implement equitable and inclusive strategic and operational human resource management practices for the department.
Manages, supervises and directs assigned administrative/support staff to include determining staffing needs, recruitment, hiring, work assignments, performance evaluation, disciplinary/corrective action and employee training and development.
Participates in faculty recruitment for the Department which includes developing pro-formas to assess financial/program impact of new faculty and services; recruitment, advertising, hiring and relocation of new faculty, participating in onboarding new faculty; handling and verifying contracts and agreements; working in collaboration with VCU Human Resources in the administration of the annual faculty salary process, and working with the MCVP compensation plan team; and assisting faculty and other providers in the credentialing process and professional liability verification.
Assists with productivity analysis and accountability of Division faculty.
Communicates with providers and divisional staff to ensure all remain up to date on current health system policies.
Works with the Office of the General Counsel and the VCU Office of Immigration Services as needed on visa issues and all related matters for existing/prospective employees from other countries.
Prepares and handles all related paperwork and documents.
Administers VCU/VCUHS Human Resources policies and procedures.
Serves as the Division's liaison with VCU and VCUHS Human Resources.
Prepares and coordinates all required human resources paperwork.
Adjusts provider work efforts to ensure illustrations appropriately reflect clinical work expectations of faculty. Collaborates with the MCVP's compensation team to address compensation requests.
Ensures responsibility and visible commitment of diversity equity and inclusion programs/initiatives through collaboration and implementation of initiatives across the health system.
Responsible for oversight and compliance for education programs in the specialty for which the associate administrator oversees.
Works with respective program directors to incorporate house staff into the care model for patients.
Financial Management
Maintains financial controls for all sources of funds to ensure solvency and compliance with University and Health System policy and accounting regulations and state and federal law.
Assists with the development and maintenance of divisional operating budget using the requisite financial accounting systems.
Collaborates with division leadership in order to implement an equitable and financially sound operating budget. Monitors expenditures and revenue.
Performs statistical analysis for forecasting. Assists with long range financial planning and projection of revenue and expenditures.
Manages and maintains all operating accounts.
Oversees all financial aspects of the division(s) to include travel, accounts receivables, and purchasing. Reconciles all accounts and researches and resolves variances.
Collaborates with internal and/or external third-party partners in the equitable and effective management of the revenue cycle operations. Works with providers to ensure appropriate documentation for clinical activity is consistent with MCVP and Compliance Services policies.
Prepares financial statement and reports. Presents financial reports to the Administrator and Division Chairs.
Establishes and monitors internal controls of divisional administrative staff as it relates to financial affairs.
Assists ambulatory team, as needed and appropriate, in the development of business plans to maintain clinic capacity, expansion, and capital requests.
Grants Administration
Directs and oversees contract and grant acquisition, written proposals, budget preparation and administration and monitoring of funds to ensure university, state and federal requirements and regulations are met.
Administers activities that are necessary to the application and management of grant programs focusing on the fiscal and operational aspects.
Analyzes and reviews grant proposals for compliance with agency and VCU requirements.
Works with research coordinators to ensure compliance with local, federal and international guidelines regarding conduct of human research.
Interprets sponsor programs and advises PI(s), VCU and sponsoring agencies regarding stipulations and the administration of grants.
Oversees the administration of expenses charged to grants for appropriateness and confirms that funding is budgeted, and expense is allowable.
Oversees submission of regulatory information to institutional Review Board for new and existing clinical trials.
Enters into negotiations with sponsors (e.g., NIH, pharmaceutical industry) for budgets and monitors expenses by reviewing and approving all system(s) to track expenditures.
Maintains knowledge of computer systems used to support research.
Serves as Effort Reporting coordinator for the division.
Serves as a liaison to internal and external contacts with PIs, research coordinators, sponsoring agencies, Grants and Contracts Accounting, Office of Research, Office of Sponsored Programs, Purchasing, Accounts Payable, etc. to obtain and manage grants.
Space Planning Management
Assists with short-term and long-range space planning.
Meets with space analysts and determine space requirements.
Coordinates activities/projects with Facilities Management, architectural consultants and construction contractors.
Determines fiscal requirements for renovations and new building projects.
Handles, communicates and coordinates all physical moves.
Working with department Administrator, develops pro-formas for consideration and approval of facility projects including any capital requests needed in space expansions.
Information Systems Management
Assists with all information technology needs for the Division and assists in the implementation and management of hardware and software to support the function of the Division faculty and staff.
Obtains and organizes data from multiple systems and sources (MCV Physicians, and VCU Medical Center, etc.) to monitor the fiscal integrity of the Division and remains current with needed computing skills.
Handles all computing expenditures and inventory of equipment and software.
Clinical Operations
Collaborates with Ambulatory to identify opportunities to increase efficiency and effectiveness of clinical practice.
Responsible for co-management of provider schedules working with Ambulatory to ensure appropriate clinical outpatient coverage.
Works with division chiefs and other leadership to optimize the physician and provider practice, including both outpatient and inpatient.
Responsible for communicating and developing plans to increase provider productivity congruent with practice plan standards.
Develops business plans to increase outreach and grow market share.
Patient Population:
Not applicable to this position.
Employment Qualifications:
Required Education:
Bachelor's Degree in Finance, Accounting, Healthcare Administration, Business or closely related field
Preferred Education:
Master's Degree in Business or Healthcare Administration or closely related field
Licensure/Certification Required:
N/A
Licensure/Certification Preferred:
Diversity Equity and Inclusion certification preferred
Years and Type of Required Experience
Minimum of three (3) years of work experience in a healthcare management position with financial and supervisory responsibility OR within one semester of completion from a Master's Degree Program in Healthcare Administration (MHA).
Experience with Microsoft software, to include spreadsheets and databases
Experience PREFERRED:
Administrative and/or financial management work experience in an academic medical center and/or large physician group practice.
Previous experience with Enterprise Resource Planning Systems, Electronic Health Record systems; and VCU and VCUHS information systems
Experience leading diverse teams
Other Knowledge, Skills and Abilities Required:
Must be able to use financial, Human Resources, University and Health System resources to make independent decisions and determine actions necessary to achieve the goals of the Division(s).
Cultural Responsiveness:
Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
Other Knowledge, Skills and Abilities Preferred:
N/A
Working Conditions:
General Office environment
May have periods of constant interruptions
Physical Requirements:
Physical Demands: Lifting/Carrying 0- 50 lbs. (1 - 33% of the time)
Work Position: Sitting, Walking, Standing (1 - 33% of the time)
Additional Physical Requirements/ Hazards:
Manual dexterity (eye/hand coordination)
Hear alarms/telephone/tape recorder
Repetitive arm/hand movements
Finger Dexterity
Mental/Sensory:
Strong Recall
Reasoning
Problem Solving
Hearing
Speak Clearly
Write Legibly
Reading
Logical Thinking
Emotional:
Fast pace environment
Able to handle multiple priorities
Able to adapt to frequent change
Workday Day (United States of America)
EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.
Administrative Assistant
Richmond, VA
Estes Forwarding Worldwide (EFW) is a leading domestic and international freight forwarder in the United States, providing customized logistics and warehousing solutions for clients around the world and across all industries via air, ground, and ocean freight. A subsidiary of Estes Express lines with corporate located in Richmond, Virginia, EFW is uniquely backed by Estes Express Lines' extensive line haul network providing EFW clients with a hybrid transportation network. The company has received industry awards, including Specialty Carrier of the Year and E-Commerce Delivery Carrier of the Year, and has been recognized by Global Trade Americas as a leading 3PL to watch.
We are proud to offer highly competitive pay and a comprehensive benefits package, including:
Paid vacation, sick time, and holidays
401(k) plan with company match
Medical, dental, and vision insurance
Short- and long-term disability plans
Life and accidental death & dismemberment insurance
Job referral bonus program
Internship - Associate Administrator - Summer 2025
Charlottesville, VA
Want to use your skills to positively impact a fast-paced, growing business?Looking to advance your career in an entrepreneurial environment? We are a professional services firm that provides third-party retirement plan administration services for companies that sponsor Employee Stock Ownership (ESOPs) and 401(k) Plans. Our offices are located in Charlottesville, VA, Columbia, MD, Columbus, OH, Westchester, IL, Pasadena, CA and Maple Grove, MN, although our client base is nationwide. We are one of the top 2 companies that provide ESOP recordkeeping and administration services in the country, and we continue to grow our retirement services business (401(k), DB, CB, etc). We are seeking sharp, detail-oriented, dedicated individuals to join our team.
Exciting Internship Opportunity: Summer 2025 Associate Administrator
The successful candidate will learn ESOP recordkeeping and administration, with the opportunity to move into a permanent position as Associate Administrator after graduation.
As an Associate Administrator Intern you will assist in various activities dealing with ESOPs, basic admin work, and additional work as needed. A typical day could include many different tasks varying in scope and nature, utilizing various software programs, and will not be the same tasks performed repeatedly.
The Associate Administrator Intern position is flexible with options to work Part-time or Full-time during standard hours Monday - Friday, 9am - 5pm, based on your schedule and availability.
You must be available to work in-person in our Charlottesville office.
Requirements
Senior or Junior year student for 2024-2025 school year
Strong interpersonal skills
Excellent communication skills and ability to work in a team setting
Proficiency with Microsoft Office Suite, especially Excel, and willingness to learn new software systems
Strong initiative and attention to detail
Recommended:
Major or background in Finance, Accounting, Mathematics, or a similar field
Interest learning benefits administration or retirement plans
Enthusiasm to advance professional career and join us full time after graduation
We work hard, but we also have fun. As a Blue Ridge Associates intern, you will be a part of a company that supports charitable activities through fundraising and volunteer work. You'll enjoy quarterly virtual Happy Hours and Monthly Birthday Celebrations.
Don't miss this opportunity to become a part of our dynamic organization!
Equal Opportunity Employer
Must be authorized to work in the US.
Administrative Assistant
McLean, VA
F.H. Paschen has over 110 years of experience in the construction industry. You've driven on highways we paved, you've travelled through airports we modernized, you've commuted through rail stations we constructed, and your children learn in schools we built. But we are MORE than that. We offer MORE Versatility-as we work in any industry, offering any delivery method and service. We operate with MORE Tenacity-as we maneuver through tight schedules, spaces, and budgets. We provide MORE Ingenuity-by creating solutions to solve your greatest challenges. And we perform with MORE Pride-in focusing on safety and quality, and in offering more opportunities for our communities and diverse populations to build with us. We deliver far more than just on time and on budget-we deliver with MORE Paschen.
Assigned Responsibilities*:
This position is to provide administrative support and reports into the Office Manager and/or Sr. Office Manager
Process Vendor Accounts Payable Vouchers for payment
Prepare vouchers - for general overhead items
Verify Subcontractor Insurance for compliance with contract requirements
Draft and send subcontracts and purchase orders
Collect and review certified payrolls
Coordinate vendor activities and payments for Division
Collect and review waivers of lien
Sort, distribute and process daily mail for the Division accordingly
Filing (Maintain Division/Office Files)
Order supplies
Answer phone, and direct calls
Greet visitors and guests
General office support such as data entry, faxing and typing
Responsibilities of Clerk
Other duties as assigned
*Assigned responsibilities may include any or all of the above
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee or create any expectation of continued employment for any specified term and is subject to change by the employer as the needs of the employer and requirements of the job change.
Requirements
H.S. Diploma and minimum 3-years office experience required, preferably with a construction company.
Knowledge of word-processing, spreadsheet(s), good communication and organizational skills are necessary.
F.H. Paschen is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
If you require an accommodation in order to complete this application, please contact Tracy Tesnow at ************.
Note to Search Firm Agencies, Recruitment Agencies, and Similar Organizations and Firms
: F.H. Paschen does not accept unsolicited resumes from recruiters or employment agencies. Please do not forward unsolicited resumes or candidate information to any F.H. Paschen employee. F.H Paschen will not pay fees to any third-party agency or firm and will not be responsible for any agency fees and referral compensation associated with unsolicited resumes. Unsolicited resumes received will be considered property of F.H. Paschen and will be processed accordingly.
Benefits
Health insurance
Dental insurance
Vision insurance
Paid time off
401K matching
Flexible spending account
Life insurance
Referral program
Professional development assistance
Administrative Assistant
Manassas, VA
Villagio Hospitality Group is looking for a Part-time Administrative Assistant to support the corporate office. Duties and responsibilities include providing administrative support to ensure efficient operation of the office. Responsible for confidential and time sensitive material. Familiar with the restaurant industry, terminology, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Must have excellent writing and communication skills and be able to thrive in a fast-paced environment. Must have a flexible schedule, evenings and weekends may be required on occasion.
Responsibilities:
Answer and direct phone calls
Organize and schedule meetings and appointments
Maintain contact lists
Maintain kitchen area clean
Keep employee bathrooms stocked
Produce and distribute correspondence emails, letters, and meeting minutes
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Order office supplies
Book travel arrangements
Submit and reconcile expense reports
Provide information by answering questions and requests
Take dictation
Research and creates presentations
Handle multiple projects
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Reply to email, telephone or face to face enquiries
Develop and update administrative systems to make them more efficient
Resolve administrative problems
Administrative Assistant I-1281996
Richmond, VA
General office duties may include word processing, data entry, auditing documents, answering phones, distributing mail, maintaining calendars, making travel arrangements, reserving conference rooms, coordinating meetings and other duties as assigned
M-F 8-5
Qualifications
Enter qualifications here
Additional Information
Administrative Assistant
Chesapeake, VA
Answers and transfers phone calls, screening when necessary.
Welcomes and directs visitors and clients.
Maintains filing systems as assigned.
Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
Responds to and resolves administrative inquiries and questions.
Maintains office supplies and coordinates maintenance of office equipment.
Performs other duties as assigned
Administrative Assistant
Norfolk, VA
Assist the accounting department with administrative duties such as:
o Compiling documentation for all aspects of compliance;
o Organize files to include project files, accounts payable, invoicing etc.
o Assistance to accounting department in terms of needs and organization, answering emails to the for the AP email.
Will perform a variety of accounting and office support work related to the processing of financial
transactions and record keeping.