Administrative Generalist

6 months ago

Charlottesville, United States Commonwealth of Virginia Full time
The Department of Medicine, Division of Nephrology at the University of Virginia School of Medicine seeks candidates for an Administrative Generalist to work collaboratively as part of an administrative and fiscal team. The Administrative Generalists typically support multiple operational, fiscal, and administrative functions. They are able to independently understand and interpret policy and use judgement to perform their duties. The successful candidate will be expected to provide a high level of administrative support to include clinical support, QGenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence, arrange meetings and seminars, coordinate travel, ordering, account certifications, website upkeep, planning events, expense reports, stocking, and coordinating with intradepartmental collaborators. This role will additionally have a strong focus on fiscal management and will be responsible for checking account balances, assisting in account clean-up and reconciliations, completing journal entries or accounting adjustments, tracking expenditures, and other fiscal-related responsibilities.

The successful candidate will:
Place and approve orders for department faculty and labs for purchases under $5,000, on grant and non-grant accounts.
Check account balances to ensure funds are available to make requested purchases
Process purchase requisitions, purchase orders, travel and expense reports, and accounting adjustments.
Process purchasing card transactions on monthly basis.
Advise faculty, staff and students on purchasing, travel and general reimbursements.
Provide purchasing documentation to external collaborators as needed.
Departmental contact for correspondence with Schools of Engineering, School of Medicine, internal service providers, and external vendors Communicate with vendors on purchasing transactions and troubleshoot orders, as needed.
Perform all duties of an Administrative Coordinator.
Support the ongoing administrative functions and operations, including special projects of an organization. May support a unit head, as part of their composite services. Perform a variety of duties requiring an understanding of organizational operations, organizational procedures, and personnel.
Formulate decisions and make recommendations regarding planning, organizing, and scheduling work.
For grant administration, may provide administrative support for pre- and post-award.
For academic and student support, may communicate with students regarding academic policies and procedures, provide information on course content and availability, and coordinate activities and events for student programs.
For human resources, may provide process support to search committees and coordinate successful onboarding of new employees. Prepare new hire paperwork and visa documents. Collect and verify employee payroll and timekeeping records.
Answers general questions from employees and refer human resources questions to the appropriate experts.
In addition to the above job responsibilities, other duties may be assigned.

Preferred Qualifications:
Experience with Workday Finance is preferred, but not required.
Preference will be given to applicants who have worked in a support position in academia, specifically research academia, and who have experience with UVA current software systems and programs.
Must be highly organized and have excellent analytical and numerical ability, written, verbal, and interpersonal communication skills.
A working knowledge of Microsoft Word, Excel, and Outlook is required.
Knowledge of accounting, accounts payable, procurement, and reconciliation.
Basic level knowledge of sponsored (grant) funding, and purchasing rules and guidelines
Ability to research, analyze, balance, and/or reconcile financial data. Ability to handle multiple, competing, and simultaneous priorities effectively, and to independently research financial processing or process questions and provide appropriate direction and resolution.

MINIMUM REQUIREMENTS
Education: Bachelor's degree
Experience: At least three years of experience. Relevant experience may be considered in lieu of a degree.
Licensure: None

PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The successful candidate will pass a criminal background check and pre-employment health screening.

To Apply:

Apply Here , and search for R0061032.

Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs' and search for R0061032.

Complete an application online with the following documents:
CV
Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Michelle Johnson , Recruiter.

For more information about UVA and the Charlottesville community please see and .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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