Public Safety Administrative Specialist

UVA Health•Manassas, VA

About The Position

Public Safety Administrative Specialist I Job Code: SE4162 Full Time Days M-F and 0700-1530 ABOUT US We are welcoming a new era in healthcare where achieving good health is just the beginning. At UVA Health Northern VA & Culpeper, we believe in caring for the whole person by getting to know – and making connections with – our patients. By combining the talent and expertise of our people, the breadth of capabilities across our system, and our commitment to helping our communities get better and stay healthy, we are improving the patient experience. As a UVA Health Northern VA & Culpeper team member, you will have a voice in patient care decisions, support the most advanced medical technologies and feel a strong sense of satisfaction from making a difference in people’s lives every day. JOB TYPE Classification: Nonexempt Supervises Positions: No JOB SUMMARY The Public Safety Administrative Specialist provides administrative, operational, and customer ‑ service support to the Public Safety Department, with a primary focus on the Badging Office. This role assists with access control badge creation, security system data entry and user updates, support ticket tracking, vendor coordination, and general departmental organization. The position supports Public Safety, Emergency Management, Dispatch, Guest Services, and other related functions as needed. Job Competencies Communications – Communicates effectively with all levels of hospital staff and visitors. Greets and assists visitors, contractors, and hospital team members in the department or associated areas (department offices, Badge Office, hospital, clinics, etc.). Answers incoming telephone calls, emails, and other forms of communication while providing accurate information and assistance as the situation dictates. Attends assigned department meetings and updates relevant documents with the information obtained from those meetings (vendor meetings, hospital department leader meetings, etc.). Demonstrates effective written and oral communication skills in various situations not limited to the tasks listed above. Provides clear, courteous, and timely communication when assisting team members with badge or access issues. Customer Service – Demonstrates a high level of customer service. The Public Safety department provides a valuable service to the organization and in the performance of that service we must demonstrate a high level of customer service to team members, visitors, and contractors in the performance of our duties. Resolves routine badge, access, and visitor support issues with a customer-focused approach, escalating complex issues to other Badge Office team members as needed. Administration and Event Management – Ensures the administration and smooth running of departmental business. Maintains calendars for department leadership and relevant departmental areas (e.g., the Badge Office) as requested. Maintains an organized work area (virtual and physical) to help facilitate smooth departmental operations. Arranges and provides operational support for department meetings and/or events, as well as conferences, conference calls, and video conferences. Maintains documentation, logs, and records related to badge issuance, access requests, and vendor activities. Physical Security Component Administration – Uses basic technological skills to help the Badge Office maintain and support the access control and camera systems. Assists in producing and issuing access control badges for employees, contractors, students, and visitors. Supports the Badge Office in maintaining accurate access permissions within the access control system by following established procedures. Provides basic administrative support for physical security systems (access control, cameras, infant abduction systems) such as data entry, user updates, and ticket tracking. Helps coordinate vendor activities, including scheduling, tracking project progress, and documenting completed work. Supplies Management – Works with suppliers and vendors to ensure the department has the required supplies on hand. Orders supplies and maintains inventory for the department. Receives and distributes supplies. Coordinates with leadership to have requisitions completed for supply orders. Monitors badge printing and related supplies and proactively replenishes inventory to avoid service interruptions. The incumbent may be asked to perform additional duties as assigned.

Requirements

High School Diploma or GED required.
1 year of administrative support experience preferred.
Ability to effectively communicate with various members of hospital staff.
Ability to use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets, and databases
Ability to successfully complete generic and department-specific skills validation and competency testing
Comfort learning new software systems and following established procedures for access control and security-related workflows.

Nice To Haves

Education in basic office procedures preferred.
Healthcare administrative support experience preferred.

Responsibilities

Communicates effectively with all levels of hospital staff and visitors.
Greets and assists visitors, contractors, and hospital team members in the department or associated areas (department offices, Badge Office, hospital, clinics, etc.).
Answers incoming telephone calls, emails, and other forms of communication while providing accurate information and assistance as the situation dictates.
Attends assigned department meetings and updates relevant documents with the information obtained from those meetings (vendor meetings, hospital department leader meetings, etc.).
Demonstrates effective written and oral communication skills in various situations not limited to the tasks listed above.
Provides clear, courteous, and timely communication when assisting team members with badge or access issues.
Demonstrates a high level of customer service.
Resolves routine badge, access, and visitor support issues with a customer-focused approach, escalating complex issues to other Badge Office team members as needed.
Ensures the administration and smooth running of departmental business.
Maintains calendars for department leadership and relevant departmental areas (e.g., the Badge Office) as requested.
Maintains an organized work area (virtual and physical) to help facilitate smooth departmental operations.
Arranges and provides operational support for department meetings and/or events, as well as conferences, conference calls, and video conferences.
Maintains documentation, logs, and records related to badge issuance, access requests, and vendor activities.
Uses basic technological skills to help the Badge Office maintain and support the access control and camera systems.
Assists in producing and issuing access control badges for employees, contractors, students, and visitors.
Supports the Badge Office in maintaining accurate access permissions within the access control system by following established procedures.
Provides basic administrative support for physical security systems (access control, cameras, infant abduction systems) such as data entry, user updates, and ticket tracking.
Helps coordinate vendor activities, including scheduling, tracking project progress, and documenting completed work.
Works with suppliers and vendors to ensure the department has the required supplies on hand.
Orders supplies and maintains inventory for the department.
Receives and distributes supplies.
Coordinates with leadership to have requisitions completed for supply orders.
Monitors badge printing and related supplies and proactively replenishes inventory to avoid service interruptions.