Administrative Secretary

EVMS Medical Group; Norfolk (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Old Dominion University in Virginia is seeking an Administrative Secretary to join the Department of OB/GYN, providing executive assistance to physicians and advanced practice providers and ensuring smooth day-to-day operations.

The role focuses on scheduling, credentialing, record-keeping, and coordinating special projects, with emphasis on HIPAA compliance and accurate documentation across electronic and paper files.

Qualifications

• High skill level with Microsoft Office software.
• Experience in medical practice preferred.

Responsibilities

• Coordinate phone, email, and correspondence triage and responses.
• Schedule and coordinate meetings, appointments, conferences; prepare agendas and materials.
• Maintain electronic and paper files per HIPAA/privacy requirements; process forms and reports; manage supplies and equipment invoices.
• Coordinate initial and ongoing credentialing for physicians and advanced practice providers; track licenses, certifications, registrations, and other credentials; monitor renewals and resolve issues.
• Support special projects and process-improvement initiatives as assigned.

Skills

Communication skills

Tools

Microsoft Office

Job description

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

Responsible for the execution of routine secretarial assignments. Performs a variety of general clerical duties with great attention to detail. Provides direct administrative assistance to physicians and advanced practice providers.

The Administrative Secretary provides comprehensive administrative and operational support ensuring efficient day-to-day office operations. The position coordinates administrative activities, maintains accurate records, supports scheduling and communication, and assists with provider credentialing, privileging, and onboarding processes.

Communication & Scheduling Support - 25%

• Phone, email, and correspondence triage/response
• Scheduling and coordinating meetings, appointments, conferences
• Preparing agendas and meeting materials
• Compiling data/content for meetings; confirming equipment functionality beforehand

Records, Documentation & Office Operations - 20%

• Maintaining electronic/paper files per privacy requirements (HIPAA)
• Processing forms and reports
• Office supply management and equipment/invoice processing
• Facilities/repair requests (candidate for marginal designation)

Provider Credentialing & Privileging - 50%

• Coordinate initial and reappointment credentialing activities for physicians and advanced practice providers.
• Maintain accurate and current provider credentialing files and databases.
• Prepare and distribute credentialing applications, reappointment packets, forms, and supporting documentation.
• Track provider licenses, certifications, registrations, professional liability coverage, DEA registrations, controlled-substance registrations, and other required credentials.
• Monitor expiration dates and proactively initiate renewals to ensure continuous compliance.
• Maintain credentialing and privileging trackers to monitor application status, deadlines, renewals, and approvals.
• Escalate credentialing issues, discrepancies, or potential compliance concerns to the appropriate leadership.

Special Projects & Process Improvement - 5%

• Support for special projects and process-improvement initiatives as assigned

Minimum Qualifications and Skills

• High skill level with Microsoft Office software.

Preferred Qualifications

• Professional, customer service focused individual is preferred.
• Experience performing related functions in medical practice is preferred.
• High skill level with Microsoft Office software.

US-VA-Norfolk