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.

The Administrative Support Specialist is responsible for providing professional level administrative support for Family Medicine Chairman. Acts as a primary point of contact for the department chairman. This individual organizes, coordinates and oversees office administration and procedures to ensure departmental effectiveness and efficiency. Performs a wide variety of administrative and problem-solving duties of a confidential nature for a Chairperson. 

The ideal candidate is a professional who is experienced in handling a wide range of administrative duties and executive support-related tasks.  Performs a wide variety of problem solving.  Will work closely with other members of the department and EVMS/Medical Group.

• Provide administrative support to the Chairman of Family Medicine 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.
• Work with the department chairman to develop, organize & implement office policies and procedures
• Work with the leadership team to enforce institutional policies
• Manage new hire recruitment & onboarding of new faculty including but not limited to, advertising, interview set up (virtual and on-site), ensure credentialing and training requirements are completed
• Schedule, organize and prepare for meetings, develop agendas, scribe minutes and track follow-up tasks.
• Process purchase orders, requisitions and invoices for vendor payments for Family Medicine
• Process contracts and agreements for Family Medicine in collaboration with EVMS Materials Management and Medical Group 
• Will be involved and/or be the lead on specialized mission driven department projects and tasks assigned by department leadership
• Assist with the facilitation of department events
• Performs other duties as assigned.

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
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook email) and web-based virtual meeting and other platforms.
• Exceptional oral and written communication skills and strong listening skills.
• Ability to work with senior administration, donors, academic leadership and campus partners with the utmost professionalism and discretion.
• Ability to develop and maintain effective relationships with internal and external constituents including campus partners, vendors, public, customers and co-workers; while working cooperatively and effectively with others to achieve common goals.
• Ability to effectively multi-task and manage time, deadlines and resources to ensure projects and events are completed successfully with minimal supervision. Meets attendance/punctuality requirements.
• Ability to adapt to changing work environments, work priorities, and organizational needs. Takes independent action to address and resolve problems.
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis

Preferred Qualifications:

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