Administrative Assistant Jobs at Eastern Virginia Medical School with Visa Sponsorship
Eastern Virginia Medical School hires Administrative Assistants to support academic departments, clinical programs, and research operations. The school has a history of working through formal immigration processes for qualified candidates, making it a viable target if you need visa sponsorship for an administrative support role in higher education or academic medicine.
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Get Access To All JobsINTRODUCTION
The Legal Assistant II provides advanced administrative and legal support to the Deputy University Counsel and Associate Vice President (AVP), ensuring the effective operation of the University Counsel Office. The position manages complex scheduling, correspondence, records, and procurement activities; supports case preparation, contract reviews, and compliance initiatives; and serves as the department records management coordinator. The incumbent also acts as a backup to the Legal Assistant I and assists with special projects, litigation support, and coordination of student affiliation agreements and regulatory matters.
ROLE AND RESPONSIBILITIES
Provide administrative support to Deputy University Counsel and AVP, and serve as backup to the Legal Assistant I to:
- Be available to open and close the office during business hours
- Manage calendars, schedule meetings using Outlook, Teams, Zoom, and other electronic methods, and set up meeting venues as necessary
- Greet and interact with University Counsel Office visitors
- Screen and prioritize calls
- Open, sort, prioritize, and distribute incoming correspondence, including faxes and emails
- Draft, format, and proofread letters and memos
- Make travel and conference arrangements
- Maintain office files
- Prepare agendas and supporting materials for meetings
- Take meeting notes/minutes, and follow up on action items
- Utilize the ODU procurement system to order equipment and supplies, process vendor payments, including payments for outside legal services, in accordance with the State Procurement Act and University purchasing procedures
- Review standard and non-standard Student Rotation Affiliation Agreements
- Track regulatory deadlines, court dates, filing deadlines, and response timelines, gather data and develop timelines for appeals and litigation matters, prepare exhibits, and evidence binders, and hearing/trial support materials
- Assist the AVP with the implementation and tracking of ongoing VHS compliance initiatives
- Serve as the department records management coordinator to track and manage the life cycle of University Counsel paper and electronic records (inventory, archive, destruction, etc.)
- Assist the Contracts Paralegal in end-user contracts training
- Take on special projects and additional responsibilities as needed
BASIC QUALIFICATIONS
- Demonstrated proficiency in the full suite of Windows and Microsoft Office applications, and ability to schedule meetings via Teams or Zoom
- Experience handling confidential and privileged information
- Demonstrated ability to maintain a professional image suitable for an executive-level office
- Exceptional written and verbal communication skills with the ability to draft, proofread, and format legal documents, contracts, and correspondence with minimal oversight
- Strong multitasking ability; proficient in managing competing priorities with tight deadlines
- Intermediate-level administrative skills
- Working knowledge of basic legal concepts
PREFERRED QUALIFICATIONS
- A minimum of two to five (5) years working in a legal office environment, reviewing contracts, or working with legal concepts (e.g., regulatory compliance)
- Business school or higher education degree in legal studies
- At least two years of administrative experience in a law firm or legal office
LOCATION
US-Norfolk
INTRODUCTION
The Legal Assistant II provides advanced administrative and legal support to the Deputy University Counsel and Associate Vice President (AVP), ensuring the effective operation of the University Counsel Office. The position manages complex scheduling, correspondence, records, and procurement activities; supports case preparation, contract reviews, and compliance initiatives; and serves as the department records management coordinator. The incumbent also acts as a backup to the Legal Assistant I and assists with special projects, litigation support, and coordination of student affiliation agreements and regulatory matters.
ROLE AND RESPONSIBILITIES
Provide administrative support to Deputy University Counsel and AVP, and serve as backup to the Legal Assistant I to:
- Be available to open and close the office during business hours
- Manage calendars, schedule meetings using Outlook, Teams, Zoom, and other electronic methods, and set up meeting venues as necessary
- Greet and interact with University Counsel Office visitors
- Screen and prioritize calls
- Open, sort, prioritize, and distribute incoming correspondence, including faxes and emails
- Draft, format, and proofread letters and memos
- Make travel and conference arrangements
- Maintain office files
- Prepare agendas and supporting materials for meetings
- Take meeting notes/minutes, and follow up on action items
- Utilize the ODU procurement system to order equipment and supplies, process vendor payments, including payments for outside legal services, in accordance with the State Procurement Act and University purchasing procedures
- Review standard and non-standard Student Rotation Affiliation Agreements
- Track regulatory deadlines, court dates, filing deadlines, and response timelines, gather data and develop timelines for appeals and litigation matters, prepare exhibits, and evidence binders, and hearing/trial support materials
- Assist the AVP with the implementation and tracking of ongoing VHS compliance initiatives
- Serve as the department records management coordinator to track and manage the life cycle of University Counsel paper and electronic records (inventory, archive, destruction, etc.)
- Assist the Contracts Paralegal in end-user contracts training
- Take on special projects and additional responsibilities as needed
BASIC QUALIFICATIONS
- Demonstrated proficiency in the full suite of Windows and Microsoft Office applications, and ability to schedule meetings via Teams or Zoom
- Experience handling confidential and privileged information
- Demonstrated ability to maintain a professional image suitable for an executive-level office
- Exceptional written and verbal communication skills with the ability to draft, proofread, and format legal documents, contracts, and correspondence with minimal oversight
- Strong multitasking ability; proficient in managing competing priorities with tight deadlines
- Intermediate-level administrative skills
- Working knowledge of basic legal concepts
PREFERRED QUALIFICATIONS
- A minimum of two to five (5) years working in a legal office environment, reviewing contracts, or working with legal concepts (e.g., regulatory compliance)
- Business school or higher education degree in legal studies
- At least two years of administrative experience in a law firm or legal office
LOCATION
US-Norfolk
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Get Access To All JobsTips for Finding Administrative Assistant Jobs at Eastern Virginia Medical School Jobs
Align your credentials to specialty occupation standards
Administrative Assistant roles at medical schools can require demonstrating that the position meets specialty occupation criteria. Gather transcripts, any healthcare administration certifications, and documentation showing your degree field directly supports the academic or clinical function you'd be filling.
Target departments with recurring administrative needs
EVMS runs academic programs, research grants, and clinical operations that generate consistent demand for administrative support. Focusing your applications on departments with active grant cycles or enrollment periods increases your chances of finding a manager who needs to fill a role quickly.
Verify your OPT or CPT authorization covers the role
EVMS has sponsored F-1 OPT and CPT candidates. Before applying, confirm your authorized field of study on your EAD matches the administrative function in the job posting, since USCIS scrutinizes whether the work directly relates to your degree program.
Use Migrate Mate to filter open roles by visa type
EVMS posts Administrative Assistant openings across multiple departments at any given time. Use Migrate Mate to filter those listings by the visa categories the school sponsors, so you're only spending time on positions where your specific authorization is actually supported.
Prepare for E-Verify enrollment before your start date
As an academic medical institution receiving federal funding, EVMS participates in E-Verify. Have your work authorization documents organized well before your first day so there are no delays in the I-9 verification process that could push back your official start date.
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Find Administrative Assistant at Eastern Virginia Medical School JobsFrequently Asked Questions
Does Eastern Virginia Medical School sponsor H-1B visas for Administrative Assistants?
Eastern Virginia Medical School has sponsored H-1B visas across its workforce, but Administrative Assistant roles face a higher bar because USCIS requires the position to qualify as a specialty occupation. Your application is stronger when the role is tied to a specific academic or clinical function that requires a directly related bachelor's degree, rather than a generalist support function.
How do I apply for Administrative Assistant jobs at Eastern Virginia Medical School?
EVMS posts open positions through its official careers portal. You can also browse Administrative Assistant openings at Eastern Virginia Medical School filtered by visa sponsorship eligibility on Migrate Mate, which saves time by surfacing only roles where your specific visa type is supported. Tailor your application materials to the department you're targeting, whether that's academic affairs, research administration, or clinical programs.
Which visa types does Eastern Virginia Medical School commonly use for Administrative Assistant roles?
EVMS has experience sponsoring F-1 OPT, F-1 CPT, TN, J-1, and employment-based immigrant visas including EB-2 and EB-3 for eligible roles. TN is available to Canadian and Mexican nationals in qualifying occupations. J-1 is common for exchange visitors in academic settings. Which category applies to you depends on your nationality, degree, and whether the specific role meets each visa's requirements.
What qualifications does Eastern Virginia Medical School expect for Administrative Assistant positions?
Most Administrative Assistant roles at EVMS require a bachelor's degree, with preference for candidates who have experience in academic, healthcare, or research administration environments. Familiarity with grants management, academic scheduling, or medical records systems is an advantage in departments tied to clinical or research functions. Strong written communication skills are consistently emphasized across postings.
How do I think about timeline if I need EVMS to sponsor my work visa?
Timeline depends heavily on your visa category. F-1 OPT authorization is typically in place before you start, but H-1B sponsorship is subject to the annual April lottery and an October 1 start date, meaning a gap of several months is common. For EB-2 or EB-3 Green Card pathways, the PERM labor certification process alone can take over a year, so those conversations need to start well before your current status expires.
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