Administrative Secretary

The Administrative Secretary performs a wide variety of secretarial and problem-solving duties of a confidential nature for department staff. Receives general instructions, sets priorities and has ability to complete project work.

Manage 10 physician’s calendars, ensuring there are no conflicts with surgery postings, meetings, lectures, etc. Ensure call schedules are accurately placed on calendars. Inform staff and physicians of any conflicting appointments.

Schedule lectures and meetings as needed.

Review and proof electronic transcription from our E H R outsourced provider. Format, edit and proof office notes for accuracy and grammatical errors prior to sending to outside sources.

Transcribe physician’s dictations to include Breast Evaluation Clinic notes, physician letters, manuscripts, journal articles, and other correspondence as needed.

Responsible for opening and distributing the physician’s incoming and outgoing mail. Assist with providing back up to the mail clerk when necessary for daily office mail.

Provide assistance to Office Manager for all matters relating to physician subpoenas for court appearance. Attend to legal matters keeping physicians informed of pending court cases.

Arrange depositions when necessary. Correspond with Risk Management in all subpoena related matters.

Assist with making travel arrangements, submit travel vouchers.

Take care of all medical records requests to include outside correspondence, patient chart related subpoenas, and patient requests.

Performs other duties as assigned.

HS diploma and three years secretarial experience or equivalent combination of education and experience. Computer experience in word processing, spreadsheets, graphics and database software is required. Experience with an E H R is a plus.

US-VA-Norfolk