Administrative Assistant

Eastern Virginia Medical School; Norfolk (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Eastern Virginia Medical School is seeking an Administrative Assistant to provide a wide range of confidential administrative support to the Department and Divisions. You will compile regular and special reports, manage time for department leadership, and assist faculty across the department as needed.

Responsibilities include handling calls, organizing correspondence, preparing presentations, coordinating meetings (incl. virtual), and ensuring proper records.

Qualifications

• Strong communication and organizational abilities.

Responsibilities

• Provide comprehensive administrative support to leadership and assist other faculty as needed.
• Handle telephone communications, screen callers, relay messages, and greet visitors.
• Manage incoming correspondence, sorting, prioritizing, and distributing materials efficiently.
• Maintain organized files including confidential information.
• Prepare presentations for leadership using PowerPoint formats.
• Coordinate meetings, arrange catering, secure venues, and set up equipment including virtual meetings.
• Coordinate credentialing and hospital privileges with EVMS Medical Group.
• Back up administrative support to Chair and department leadership.
• Assist with Letters of Recommendation and other required correspondence.

Skills

Communication skills

Organizational skills

Multitasking

Attention to detail

MS Office

Customer service

Deadline management

Education

Associate degree (preferred)

Tools

Microsoft Office

Job description

The Administrative Assistant performs a wide variety of administrative support and problem-solving duties of a confidential nature for the Department and its Divisions. Compiling regular and special reports using established formats and procedures. The allocation of time in support of Departmental Division’s is at the discretion of the Department leadership and will be determined by the Administrative Support Specialist.

• Provide comprehensive administrative support to leadership and assist other faculty members within the Department/Division’s as needs dictate.
• Handle telephone communications with politeness and professionalism, screening callers, relaying messages, and welcoming visitors.
• Manage incoming correspondence by opening sorting, prioritizing, and distributing materials efficiently
• Maintain organized files containing all relevant materials, including confidential information, such as correspondence, contracts, and meeting materials.
• Prepare presentations for departmental/divisional leadership using formats like PowerPoint, ensuring a polished and informative visual representation.
• Undertake additional duties and special projects as assigned to fulfill the evolving needs of the Department.
• Serve as Administrative support to Administrative management and Division Chiefs.
• Serve as liaison with EVMS Medical Group and off site healthcare facilities as needed to coordinate the credentialing of all new clinical providers and secure hospital privileges
• Prepare presentations for leadership in formats such as Power Point.
• Assist in coordinating materials and information for Departmental Newsletter with Chair & Admin Support Specialist
• Maintain files on all correspondence, contracts, meeting materials, etc. to include confidential information.
• Effectively and professionally handle all correspondence under the Faculty's name.
• Assist faculty with Letters of Recommendation for students, and other required correspondence.
• Coordinate faculty and administrative meetings to include correspondence, sending out advanced notifications with location, topic etc. to all faculty and related personnel; coordinate the catering for same; ensure meeting site is secured and confirmed with equipment provisions if necessary- including Virtual meetings.
• Coordinates all office needs, copier, purchasing, conference room set -up, supplies, etc.
• Serve as Back up Administrative support to the Chair.
• Perform other duties and special projects as assigned to meet the needs of the department.

Minimum Qualifications and Skills

• Strong communicational skills
• Must have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines.
• Attention to detail is critical.
• Strong MS Office to include Word, Excel and Outlook.
• This position requires an individual who is highly flexible and has a keen awareness of customer service.
• Ability to manage and meet deadlines for multiple projects.

Preferred Qualifications

• Associate’s degree preferred.
• Experience in an academic and/or health care setting is desirable.

US-VA-Norfolk