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Experienced Executive Administrative Coordinator

2 months ago

Charlottesville, Virginia, United States Commonwealth of Virginia Full time

The Commonwealth of Virginia is looking for an Experienced Executive Administrative Coordinator to support the Department of Family Medicine within the School of Medicine. This role involves providing comprehensive administrative assistance to a team of clinical and research professionals.

Key Responsibilities:

  • Deliver advanced administrative coordination to facilitate office operations and special initiatives.
  • Organize business travel, coordinate meetings, and manage agenda and expense tracking.
  • Maintain the department's website and update faculty curriculum vitae.
  • Assist with scholarly reference management and grant-related tasks as necessary.
  • Compile and prepare data for senior leadership review and editing.
  • Handle correspondence, screen calls and visitors, and manage confidential information.
  • Oversee electronic filing systems and produce/edit reports and documents.
  • Act as the primary contact for facility, equipment, or service inquiries.
  • Coordinate meetings and prepare materials for special events.
  • Schedule and manage meetings, educational events, and travel, ensuring important items are communicated to medical personnel.
  • Track expenditures with relevant documentation and prepare reimbursement requests.
  • Assist with the coordination of the interview and selection process, credentialing, and verification of graduation.
  • Support department leadership to ensure timely execution of operations and efficient use of resources.
  • Other duties may be assigned as necessary.

Qualifications:

  • A High School diploma with four years of relevant experience is required; a Bachelor's degree may substitute for experience.
  • Exceptional written and verbal communication skills are essential.
  • Detail-oriented with strong organizational abilities and the capacity to manage multiple tasks in a dynamic environment.
  • Proficient in MS Office applications (Publisher, Word, Outlook, and Excel) is required.
  • Prior administrative experience in an academic setting is preferred.

This position is classified as Non-Exempt and offers a competitive salary based on education and experience. The Commonwealth of Virginia is committed to diversity and inclusion within its workforce.