Administrative Coordinator

Job Type

Full-time

Description

Mission:

Virginia Urology will provide access to individualized, quality, and compassionate urological care from a highly specialized and diverse teams while maintaining a fulfilling work environment.

Overall Objective:

The Administrative Coordinator, reporting directly to the CEO, serves as a key administrative partner to the executive leadership team, including the COO, CFO, and General Counsel. Providing high-level administrative and operational support to the CEO, ensuringeffective prioritization, communication, and execution of key initiatives. This role serves as a central point of coordination across the executive team and requires strong judgment, discretion, and organizational agility. In situations involving competing priorities, the CEO will establish directions to ensure focus on the organization's critical initiatives.

Principal Activities and Expected End Result:

• Provides day-to-day administrative support to senior leaders.
• Manages calendars, scheduling, and coordination of meetings across departments.
• Coordinates dinner for shareholder meetings and any other administrative meetings as needed.
• Prepares agendas, materials, and manages follow-up items to ensure execution of key priorities. This includes but is not limited to: Board Meetings, Shareholder Meetings, and Leadership Meetings. Communicates and coordinates among key stakeholders in advance to determine agenda items, presenting them to the CEO for final approval before distribution ensuring materials are distributed and packets printed prior to meetings.
• Supports efficient office operations, including supply management, where all common areas within administration are properly supplied.
• Acts as liaison between leadership, clinical teams, providers and administrative staff.
• Supports onboarding and limited offboarding logistics to include cross-functional coordination for new APPs, providers and leadership coordinating orientation schedules and adding to calendars as well as any reoccurring business meetings appropriate to role.
• Delivers a high level of professionalism in all interactions with patients, staff and external partners.
• Coordinates RxVantage and Stony Point lunch appointments confirming a week in advance to avoid same day cancellations and lunch delays.
• Manages monthly CEO AmEx charges and reconciliation.
• Creates and sends hospital on-call billing.
• Provides notary services in support of business operations.
• Acts as the point of contact for student shadowing in practices coordinating all documents needed and as well as scheduling.
• Serves as St. Francis Medical Center Family Practice Resident and Chiefs contact for shadowing purposes through July 2026.
• Facilitates management of contract guardian.
• Coordinates after hours call tracking through Clarus.
• Supports the preparation, distribution, and tracking of 1099 forms for locum providers, ensuring timely and accurate delivery.
• Manages distribution of Virginia Urology employee birthday and employment anniversary cards providing to the CEO midmonth prior to the actual date so they can be sent out before the month starts.
• Coordinates and executes organizational recognition events that celebrate employee contributions and reinforce culture.
• Manages incoming and outgoing mail, distributes, coordinates FedEx and courier shipments, processes certified mail with appropriate documents and proof of delivery, and ensure timely handling and distribution of sensitive or time-critical correspondence.
• Provides cross-functional support as business needs evolve.

• Working knowledge of administrative and office operations in a professional setting
• 3-5+ years of progressive administrative experience supporting senior leaders or executive teams
• Basic understanding of healthcare or multi-site service environments
• Technologically proficient with Microsoft Office Suite, Scheduling platforms and document management
• General understanding of confidentiality standards and professional workplace practices
• Strong organizational and time management skills with the ability to manage multiple priorities
• Clear and professional written and verbal skills
• Attention to detail with a focus on accuracy and follow-through
• Ability to adapt quickly to changing priorities

• Executive Prioritization - Ability to assess competing requests and align work to leadership priorities
• Advanced Communication - Ability to draft executive level correspondence across all levels
• Proactive Anticipation - Ability to anticipate needs, identify gaps and act ahead of direction
• Discretion and Judgement - Demonstrates high level of confidentiality, and sound judgment when handling sensitive information
• Project Coordination - Capability to track multiple initiates, manage timelines and ensure follow-through across internal stakeholders