Administrative Support Specialist

Overview

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 Internal 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, 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 Internal Medicine, its divisions, and training program websites and social media presence current and active;

develop and coordinate the department newsletter

• Liaise with Faculty Affairs for all faculty appointment and promotion processes.
• 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.

• Evaluates office production, revises procedures, or devises new forms to improve efficiency of workflow. Establishes uniform correspondence procedures and style practices.
• Formulates and implements procedures for systematic retention, protection, retrieval, transfer and disposal of records and EVMS assets (F, F & E).
• Draft, develop, and produce PowerPoint presentations as necessary
• Coordinates activities of department administrative staff.
• Administers operating budget by monitoring requisitions and expenditures for conformity to fiscal policies.
• 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.
• Supervise / oversee department administrative support staff to include recruitment / hiring, work delegation, performance evaluation and time and attendance monitoring.
• 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

Bachelor’s degree, plus one (1) year of relevant experience required.

Priority will be given to those with experience in web design, posting to social media platforms, content production, copywriting, and editing.

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.

Location : Location

US-VA-Norfolk