Administrative Secretary

Eastern Virginia Medical School•Norfolk, VA

3d•Onsite

About The Position

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.

Requirements

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.
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.
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.
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.

Nice To Haves

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

Responsibilities

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.