Administrative Assistant-Department of Pediatrics

University of Virginia•Charlottesville, VA

1d•$42,000 - $52,000•Onsite

About The Position

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks a highly organized and professional Administrative Assistant to provide administrative support across multiple departmental functions, ensuring the efficient coordination of a variety of operational and administrative activities. The successful candidate will exercise sound judgment, maintain a high level of professionalism and confidentiality, and effectively manage multiple priorities in a fast-paced academic medical environment. This is an in-person position that requires regular on-site collaboration with faculty, staff, and departmental leadership. Exceptional organizational, communication, and customer service skills are essential, along with the ability to work collaboratively while following established policies and procedures. The Department of Pediatrics is committed to fostering a collaborative and learning-oriented workplace where employees are encouraged to grow professionally while contributing to the department's missions of patient care, education, research, and service. This position offers the opportunity to work alongside dedicated colleagues in a supportive environment that values teamwork, innovation, accountability, and continuous improvement.

Requirements

High School Graduate or Equivalent.
No experience required for administrative assistant and one-year relevant experience required for intermediate administrative assistant.

Nice To Haves

Experience supporting academic administration or higher education administration.
Experience coordinating committees and executive meetings.
Experience with event planning and project management.
Experience preparing executive correspondence and professional documents.
Knowledge of School of Medicine or academic medical center operations.

Responsibilities

Provide ongoing general administrative support to the Division of Genetics: Type memos, correspondence, forms, and technical or confidential reports.
Process expense reimbursements.
Provide faculty and APP recruitment and onboarding support.
Receive and screen incoming calls and mail, answer routine inquiries, and route calls to the appropriate individual.
Maintain calendars.
Schedule and confirm appointments, meetings, and travel arrangements.
Review and answer standard correspondence.
Greet and screen visitors and provide customer support, as needed.
Provide division-level support to various areas within the department, as needed.
Edit faculty CVs as needed/requested.
Perform other routine divisional administrative responsibilities.
Serve as a flexible administrative resource for the Department of Pediatrics.
Provide temporary coverage to divisions experiencing an Administrative Assistant vacancy, leave of absence, or increased workload.
Support faculty members who hold departmental, School of Medicine, or institutional administrative appointments and require additional assistance.
Assist central departmental administration with projects, events, recruitment, onboarding, records management, scheduling, purchasing, or other operational priorities.
Support special projects and time-sensitive initiatives that require additional administrative capacity.
Learn and support the workflows of different divisions or functional areas as assignments change.
Perform other administrative responsibilities consistent with the position’s job classification and the evolving needs of the department.