Administrative Secretary

Eastern Virginia Medical School; Norfolk (VA); On-site; USD 42,000 - 58,000; Full time

Job summary

Old Dominion University’s Department of Family Medicine seeks an Administrative Secretary to support nine faculty, manage schedules, and handle correspondence and document preparation. You will coordinate meetings, trainings, and credential updates while ensuring timely processing of clerical tasks.

The role emphasizes customer service, multi-tasking, and adherence to office policies within a university setting.

Qualifications

• Experience with Microsoft Office applications and emailing/calendaring.
• Well organized with strong customer service focus and ability to multi-task under pressure.
• Ability to manage and meet deadlines for multiple projects.

Responsibilities

• Provide administrative support for nine faculty members.
• Schedule time off, appointments and other admin duties for supported faculty.
• Maintain correspondence and prepare PowerPoint presentations for faculty.
• Handle scheduling conflicts and deliver documents to various locations.
• Prepare letters of recommendation and set up trainings for faculty and staff.
• Update faculty credentials and practitioner data forms; process renewals.
• Assist with procurement and ordering of supplies; support department operations.
• Deliver professional customer service to internal staff, students, patients, and external stakeholders.

Skills

Microsoft Office

Organized

Customer service

Multitasking

Deadline management

Education

Associate degree in Business or related field

Job description

The Department of Family Medicine at Macon & Joan Brock Virginia Health Sciences at Old Dominion University is seeking an outstanding Administrative Secretary to join the team.

Performs a wide variety of administrative support and problem-solving duties for the department.

• Administrative support for nine faculty members
• Distribution of mail / faxes for DCFM and general office duties.
• Schedules (time off, appointments, other admin duties) for supported faculty
• Maintain correspondence for supported faculty
• Power point presentations for supported faculty
• Handle scheduling conflicts for faculty
• Delivering documents to other locations
• Letter of Recommendations for supported faculty
• Set up training for faculty/staff for supported faculty
• Set up depositions with faculty for supported faculty
• Bring prescriptions to faculty to be authorized
• Process Death Certificates when needed
• LIC/DEA/certification renewals for providers
• Employment agreements for supported faculty
• Updating current faculty credentials, practitioner data forms
• Work with PFM on provider information
• Marketing brochures for Ghent
• Submit any clinical and/or administrative order needs through Procurement and Office Depot
• Other duties as assigned
• Maintain accurate and timely completion of administrative support tasks, including scheduling, document preparation, data entry, ordering of clinical and administrative supply needs and communication management, with a target of 95% task completion accuracy and all assigned tasks completed within established deadlines throughout the evaluation period
• Provide professional and responsive customer service to internal staff, students, patients, and external stakeholders by responding to emails, phone calls, and requests within 1 business day and maintaining positive working relationships as demonstrated through manager feedback and minimal escalated concerns.
• Identify and implement at least two process improvements or organizational strategies that improve workflow efficiency, reduce delays, or enhance office operations by the end of the performance cycle.
• Support departmental operations by maintaining compliance with organizational policies, attending all required trainings, and assisting leadership and team members with operational needs while demonstrating reliability and accountability.

Minimum Qualifications and Skills

• Experience
  • Previous experience with Microsoft Office applications and emailing/calendaring.
  • Must be well organized, highly flexible, possess a keen awareness of customer service, and have the ability to multi-task and prioritize under pressure.
  • Ability to manage and meet deadlines for multiple projects.
• Language Skills
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups, the general public, and other employees of ODU.
• Mathematical Skills
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Reasoning Ability
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variable in standardize situations.

Preferred Qualifications

• Education
  • Associates degree in Business, or a related field; or an equivalent combination of training and experience preferred.
• Experience
  • Minimum of three (3) years of previous secretarial/administrative work experience in an office setting preferred.

US-VA-Norfolk