Administrative Assistant

Eastern Virginia Medical School; Norfolk (VA); On-site; USD 38,000 - 52,000; Full time

Job summary

Eastern Virginia Medical School is seeking an Administrative Assistant to provide extensive support to the Department and Divisions. You will prepare presentations, manage correspondence, and coordinate meetings and materials for leadership.

The role ensures confidentiality, handles inquiries, and supports faculty with letters of recommendation, while maintaining organized files and coordinating with EVMS Medical Group for credentialing and hospital privileges.

Qualifications

• Excellent communication and organizational skills.
• Ability to multi-task and meet deadlines.
• Proficiency in MS Office (Word, Excel, Outlook).
• Flexible with strong customer service mindset.
• Experience coordinating meetings and events.

Responsibilities

• Provide comprehensive administrative support to leadership.
• Screen callers, relay messages, and welcome visitors.
• Manage incoming correspondence and organize files.
• Prepare presentations for departmental leadership.
• Coordinate departmental meetings, catering, and equipment.
• Coordinate credentialing for new clinical providers with EVMS Medical Group.
• Back up Administrative support to the Chair.
• Assist faculty with letters of recommendation.
• Assist in coordinating materials for the Department Newsletter.

Skills

Communication skills

Organization

Multi-tasking

Time management

Attention to detail

MS Office

Customer service

Project management

Meeting coordination

Education

Associate's degree

Tools

PowerPoint

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