Administrative Assistant- Dermatology

University of Virginia

9d•Onsite

About The Position

UVA Dermatology provides an environment where expertise and passions thrive, utilizing our extraordinary team of dermatology physicians, trainees, nurses and staff to advance patient care within UVA Health. With excellence in physician leadership, research, education and innovations, we strive to improve perioperative outcomes, establish unparalleled practices in patient care, and advance the field of dermatology globally. The Administrative Support Staff provides comprehensive administrative and financial support to faculty members. This position serves as a key resource for coordinating day-to-day administrative operations, processing financial transactions and reimbursements, and ensuring compliance with institutional policies and procedures. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

Requirements

Bachelor's Degree or combination of education and related experience in lieu of a degree required.
3+ years of relevant experience required.

Nice To Haves

Exceptional organizational, communication, and interpersonal skills
Proficiency in Microsoft Office Suite, including Excel, PowerPoint, EPIC and comfort with learning new systems.
Ability to manage multiple priorities with attention to detail and discretion.
Strong attention to detail and ability to manage multiple priorities.
Excellent written and verbal communication skills

Responsibilities

Provide comprehensive administrative support to the Department Chair and faculty, including managing complex and high-priority calendars, coordinating meetings with internal and external stakeholders, and arranging domestic and international travel logistics.
Develop communications, briefing materials, reports, and presentations on behalf of departmental leadership.
Compose, edit, proofread, and format confidential correspondence, reports, manuscripts, presentations, letters of support, memoranda, and other professional documents.
Track and monitor the progress of projects, action items, and strategic initiatives, ensuring timely follow-up and effective communication with stakeholders.
Organize and coordinate department-wide meetings, committee meetings, and events, including preparing agendas, distributing materials, and recording and distributing meeting minutes.
Coordinate special projects related to research initiatives, academic programs, and operational or data-driven reports.
Assist the Department Administrator with visa applications and related documentation for international postdoctoral fellows and scientists.
Coordinate conference registrations, travel arrangements, and event logistics for faculty and staff.
Support course-related administrative tasks, including coordinating and distributing course materials.
Maintain organized electronic and physical filing systems to ensure efficient record management and accessibility.
Respond to inquiries from faculty, staff, and external partners in a professional and timely manner.
Manage office supplies and coordinate with vendors to ensure smooth operations.
Recommend and implement office systems, tools, and procedures to improve efficiency and meet evolving departmental needs.
Handle highly confidential and sensitive information with discretion and brief leadership on requests, concerns, or emerging issues.
Ensure compliance with institutional policies, procedures, and confidentiality standards.