Administrative Secretary

Overview

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.

Responsibilities

Communication & Scheduling Support – 25%

Real-time responsiveness, coordinating, calendar management

• 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%

Recurring, procedural, compliance-adjacent maintenance work

• 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%

Regulatory compliance, deadline-driven, high consequence for lapse

• 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%

Occasional, assigned, non-routine

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

Qualifications

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.

Location : Location