Senior Administrative Assistant

1 day ago


Charlottesville, Virginia, United States Virginia Jobs Full time
Job Summary

The Division of Endocrinology and Rheumatology within the Department of Medicine at the University of Virginia (UVA) is seeking a highly skilled Senior Administrative Assistant to provide advanced administrative support to multiple clinical and research faculty members and the divisional leadership team members.

Key Responsibilities
  • Provide office organization and correspondence support
  • Coordinate pre- and post-travel arrangements for faculty
  • Manage faculty calendars and ensure seamless communication with internal and external parties
  • Assist with the Division's annual faculty review process, including evaluation creation and dissemination
  • Coordinate designated events and projects, including location reservation and catering
  • Monitor progress on post-meeting follow-up items and ensure completion of assigned tasks
  • Manage the Divisional Easy CV process and provide training to faculty and staff as needed
  • Facilitate scheduling for divisional physicians through QGenda and maintain communication with the division clinical operations manager and clinic liaisons
  • Offer assistance in Divisional recruitment efforts upon request
  • Contribute to the planning and executing of projects assigned by the Division Chiefs, Administrator, and Operations Managers
  • Aid in the coordination of data for internal and external reports as needed
Requirements
  • Proficient in Microsoft Office suite applications
  • Strong attention to detail and problem-solving skills
  • Ability to manage professional calendars using software like Microsoft Outlook
  • Excellent customer service skills
  • Capable of multitasking and prioritizing tasks due to competing demands
  • Possess organizational and time management skills
  • Excellent interpersonal, verbal, and written communication skills
  • Capable of making sound decisions based on complex information from multiple sources
  • Skilled at interacting with executive-level administrators
  • Able to handle complex, sensitive, and confidential issues with tact
  • Self-motivated and able to motivate others
  • Effective at working with diverse populations
  • Capable of working both independently and within a team
  • Embraces and displays the department's core values of compassion, respect, service excellence, and integrity
Education and Experience
  • High School diploma; Bachelor's degree may substitute for experience
  • Three years of relevant experience; Bachelor's degree may substitute for years of experience
Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. Occasional travel between the Main Campus and Fontaine may be necessary to attend meetings and programs.



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