Senior Administrative Assistant

2 weeks ago

Charlottesville, Virginia, United States The Rector & Visitors of the University of Virginia Full time
Job Summary

The Division of Endocrinology and Rheumatology within the Department of Medicine at the University of Virginia 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.

Key Responsibilities
  • Provide exceptional administrative support to faculty members and the divisional leadership team, including office organization, correspondence, and travel coordination.
  • Manage office supply inventories and associated reimbursements in accordance with University policies and procedures.
  • Assist the Operations Manager in conducting the Division's annual faculty review process, including evaluation creation, dissemination, and data collection.
  • Coordinate designated events and projects, including location reservation and catering.
  • Manage faculty calendars, ensuring coordination with internal and external parties and communication with faculty members.
  • Arrange and confirm travel arrangements for faculty, including pre- and post-travel coordination.
  • Schedule, publicize, and facilitate meeting preparation, including agenda creation and meeting minutes.
  • Monitor progress on post-meeting follow-up items to 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, including schedule development, endorsement, and publication.
  • Offer assistance in Divisional recruitment efforts upon request.
  • Contribute to the planning and execution 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, including Word, Outlook, PowerPoint, and Excel.
  • Strong attention to detail and problem-solving skills.
  • Ability to manage professional calendars using software like Microsoft Outlook.
  • Excellent customer service skills, with the ability to interact with diverse groups of physicians and staff.
  • 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.
Minimum Requirements
  • High School diploma; Bachelor's degree may substitute for experience.
  • Three years of relevant experience; Bachelor's degree may substitute for years of experience.
  • No licensure required.

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