Senior Administrative Assistant for Research Operations

2 months ago

Charlottesville, Virginia, United States Commonwealth of Virginia Full time
Job Summary

We are seeking an experienced Executive Assistant to provide high-level administrative support to the Senior Associate Dean for Research at the University of Virginia School of Medicine. The successful candidate will be responsible for managing the Senior Associate Dean's calendar, coordinating meetings, and overseeing the coordination of group meetings.

Key Responsibilities
  • Manage the Senior Associate Dean's calendar, scheduling meetings and appointments
  • Coordinate meetings, events, and conferences
  • Oversee the coordination of group meetings and ensure effective communication among team members
  • Assist in the coordination of recruiting efforts for the Dean and Senior Associate Dean
  • Act as a liaison with the School of Medicine leadership, building relationships with various constituents and leadership offices
  • Develop, coordinate, and manage day-to-day projects for the Senior Associate Dean
  • Provide specialized administrative support for the UVA School of Medicine research program
  • Maintain and update the Chair's biosketch, curriculum vitae, and other support documents for funding and grant submissions
  • Perform a variety of administrative duties that require a detailed understanding of organizational operations, policies, procedures, and structures
  • Effectively track projects and monitor the progress of action items, ensuring follow-up actions are taken and initiating subsequent follow-up meetings and communication as needed
  • Develop memos, communiques, and correspondence, prepare agendas, and identify meeting participants
  • Collect, prepare, and distribute briefing materials, ensuring information flow to and from the executive's office
  • Systematically maintain records in an organized fashion to support the Senior Associate Dean for Research
Requirements
  • Bachelor's Degree or related experience in lieu of a degree
  • At least three years of experience supporting a senior executive
  • Ability to work independently and as part of a diverse team in a collaborative setting
  • Highly organized, with strong attention to detail
  • Ability to communicate effectively, both verbally and in writing
  • Ability to handle confidential materials with discretion
  • Able to effectively leverage Microsoft Office 365 to expedite communication and processes
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.

Compensation

Anticipated hiring range: $28.00 - $35.00 per hour, commensurate with education and experience. This is a full-time, non-exempt level, benefited position.

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