Medical Administrative Secretary

Medical Administrative Secretary

Schedule: Full‑Time;
Monday–Friday 8‑4:30 pm EST

Position Summary: We are seeking a highly organized and detail‑oriented Medical Administrative Secretary to provide comprehensive administrative support to physicians and faculty. This role is responsible for calendar management, scheduling, correspondence, travel arrangements, legal documentation coordination, physician documentation support, and various administrative functions that contribute to efficient daily operations.

• Manage physician calendars, schedule meetings, lectures, and appointments, and resolve scheduling conflicts.
• Support clinic operations by answering incoming calls, scheduling patient appointments, and obtaining demographic information for entry into the electronic health record (EHR).
• Review, edit, proofread, and distribute physician office notes and correspondence.
• Transcribe physician letters and documents, ensuring accuracy, grammar, and proper formatting.
• Handle incoming and outgoing mail and other departmental correspondence.
• Coordinate legal matters, including subpoenas, depositions, and physician court appearances.
• Prepare PowerPoint presentations and assist with manuscripts, publications, and journal articles.
• Assist with surgery scheduling and related administrative processes.
• Arrange business travel and process travel reimbursements.
• Serve as backup administrative support for adjacent faculty members.
• Perform additional administrative duties as assigned.

• High school diploma required; associate or bachelor’s degree preferred.
• Previous administrative, executive assistant, medical office, or healthcare support experience preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Experience with electronic health records (EHR) systems preferred.
• Strong written and verbal communication skills.
• Excellent proofreading, organizational, and multitasking abilities.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Strong attention to detail and ability to prioritize competing deadlines.

• Healthcare or physician practice experience.
• Experience coordinating legal documentation and scheduling.
• Familiarity with travel and expense management systems.

Why Join Us? This role offers the opportunity to work closely with physicians and faculty in a collaborative environment while supporting critical clinical, administrative, and academic operations. The position is ideal for an organized professional who enjoys managing multiple responsibilities and contributing to the success of a dynamic healthcare team.

Job Type &

Location:

This is a Contract position based out of Norfolk, VA.

Pay and Benefits: The pay range for this position is $22.00 – $23.00 /hr.

Benefits: Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type: This is a fully onsite position in Norfolk, VA.

Final date to receive applications: This position is anticipated to close on Jul 17, 2026.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.