Administrative Support Specialist

Administrative Support Specialist

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

Acts a primary point of contact for the department our external and internal communications- including websites and social media platforms to promote a positive public image and control the dissemination of information regarding the department. The individual in this role will identify the aims of Family Medicine, under direction of the Chairman, seeking to create content that is in line with the departments' goals. To do so effectively, content will bet targeted to specific audiences and programs. Phenomenal communication and copywriting skills are essential. Experience in academic and/or corporate communications necessary. Performs a wide variety of problem solving. Will work closely with other members of the department and EVMS. Less than 50% of time is involved in clerical support duties, generally responsible for project work. Performs a wide variety of administrative and problem-solving duties of a confidential nature for a Chairperson.

Responsibilities

• Provides general administrative support to a Chairperson include but not limited to maintaining Microsoft Outlook calendar, PowerPoint, scheduling meetings, reading and routing incoming mail; preparing outgoing mail; composing and typing routine correspondence for supervisor's signature; editing correspondence,: scheduling appointments; answering and transferring phone calls; copy/scan/fax.
• Coordinate with Chair and designees to keep EVMS Department of Family Medicine, its divisions, and training program websites and social media presence current and active; develop and coordinate the department newsletter
• Analyzes and organizes office operations and procedures such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies and other clerical services. Discusses with department head policies requiring revision.
• Coordinates activities of department administrative staff
• Will be involved and/or be the lead on specialized mission driven department projects and tasks assigned by department leadership, such as but not limited to managing certain operations related tasks, website design and content maintenance, interfacing with clients, vendors and employees on a regular basis, and creation and possibly presentation of reports.
• Provide administrative staff with clear expectations of service levels; sets example by own behavior.
• Support Chair with faculty recruitment efforts to include advertising, interviews (virtual and on-site) and providing the Chair feedback from interviewer evaluation forms
• Performs other duties as assigned

Qualifications

Minimum Qualifications and Skills:

• High organizational skills with the ability to multi-task.
• Experience working with various software applications- MS Office
• Excellent communication (oral and written) and presentation skills

Preferred Qualifications:

• Bachelor's degree required OR 4 years of related experience

Location

US-VA-Norfolk