Senior Administrative Assistant

2 weeks 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 exceptional administrative support to faculty members and the divisional leadership team, including office organization, correspondence, pre- and post-travel coordination, and support on recruitment days.
  • Manage office supply inventories and associated reimbursements in adherence to University policies and procedures.
  • Assist the Operations Manager in conducting the Division's annual faculty review process, encompassing the creation of evaluations using Qualtrix, dissemination of evaluation information, data collection, coordination of reviews with the Division Chief, scheduling appointments, and documenting meetings.
  • Coordinate designated events and projects, including location reservation and catering and on-site day of event coverage.
  • Manage faculty calendars, entailing coordination with various internal and external parties and continual communication with faculty members to ensure their preferences and needs are accommodated.
  • Arrange and confirm travel arrangements for faculty, encompassing pre- and post-travel.
  • Schedule, publicize, and facilitate meeting preparation, including agenda creation and maintenance of meeting minutes.
  • Monitor the progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
  • Manage the Divisional Easy CV process and provide requisite training to faculty and staff as necessary.
  • Facilitate scheduling for divisional physicians through the utilization of QGenda, involving the development of schedules, endorsement, and publication of calendar requests, and maintaining communication with the division clinical operations manager and clinic liaisons to ensure appropriate coordination with clinic scheduling, including the provision of training as required.
  • Offer assistance in Divisional recruitment efforts upon request.
  • Contribute to the planning and executing 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 such as Word, Outlook, PowerPoint, and Excel.
  • Strong attention to detail and problem-solving skills.
  • Ability to manage professional calendars using software like Microsoft Outlook.
  • Provide excellent customer service to a diverse group 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.
Education and Experience
  • High School diploma. Bachelor's may substitute 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.

This position is eligible for a hybrid work schedule.

This position is a restricted position and is dependent upon project need, availability of funding, and performance.

This is a non-exempt, benefited position.

For more information on the benefits at UVA, visit https://uva.wd1.myworkdayjobs.com/UVA_EMS_Faculty/job/Charlottesville-VA/.

This position is located in Charlottesville, VA.

The position will remain open until filled.

The University will perform background checks on all new hires prior to employment.

To Apply:

Apply Here https://uva.wd1.myworkdayjobs.com/UVA_EMS_Faculty/job/Charlottesville-VA/ and search for R.

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

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 Skill Survey 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 https://uva.edu/ and https://charlottesville.org/.

The University of Virginia, including 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.

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