Administrative Assistant, The Department of Pediatrics

UVA Health•Charlottesville, VA

1d•$42,000 - $55,000•Onsite

About The Position

The Department of Pediatrics at the University of Virginia School of Medicine seeks an Administrative Assistant to perform clerical and administrative work for the Vice Chair for Research and support the Children’s Health Research Center (CHRC). The position supports research at the departmental level and helps ensure efficient operation of CHRC offices and laboratories. It requires sound judgment, professionalism, confidentiality, organization, communication, customer service, and the ability to manage multiple priorities in a fast-paced academic medical environment. Regular onsite collaboration with faculty, staff, and departmental leadership is expected. The role includes maintaining research-related departmental websites, managing calendars and arrangements, handling correspondence and inquiries, coordinating events, supporting procurement and P-card responsibilities, and assisting with research faculty and lab personnel onboarding. The employee will also help manage space and office setup, maintain training logs, learn equipment locations, and direct people to shared resources. The department describes its workplace as collaborative, inclusive, learning-oriented, supportive, and focused on teamwork, innovation, accountability, and continuous improvement. This is a benefited, non-exempt position based in Charlottesville, Virginia, and must be performed fully onsite Monday through Friday; remote work is not available. The anticipated hiring range is $42,000–$55,000, commensurate with education and experience. The position is restricted and dependent on funding availability. The job may require extended-distance walking for event setup and other duties. Physical demands also include prolonged sitting, frequent bending or stooping, and lifting, pushing, or pulling less than 20 pounds. Exposure to chemicals, blood or body fluids, and infectious disease may occur.

Requirements

High school graduate or equivalent.
No experience is required for the administrative assistant level; one year of relevant experience is required for the intermediate administrative assistant level, and three years for the senior administrative assistant level.
Exceptional organizational, communication, and customer service skills.
Ability to multitask effectively and manage priorities in a fast-paced academic medical environment.
Ability to work collaboratively and follow established policies and procedures.
Sound judgment and a high level of professionalism and confidentiality.
Ability to maintain professional conduct virtually and in person.
Proficient communicative, auditory, and visual skills; attention to detail; and ability to write legibly.
Ability to sit for prolonged periods and frequently bend or stoop, and to lift, push, or pull less than 20 pounds.
Must be able to work fully onsite in Charlottesville, Virginia, Monday through Friday; remote work is not available.
Candidates requiring immigration sponsorship now or in the future will not be considered.

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 administrative support to ensure efficient operation of CHRC offices and laboratories.
Type memos, correspondence, forms, and technical or confidential reports.
Manage and update departmental research-related websites, including the CHRC website and the internal Pediatrics research resource website.
Receive and screen incoming calls and mail, answer routine inquiries, and route calls appropriately.
Maintain calendars and schedule and confirm appointments, meetings, and travel arrangements.
Handle procurement and P-card responsibilities for CHRC, including ordering office and laboratory supplies as needed.
Become familiar with the locations and specifics of Pediatric laboratories in the CHRC.
Maintain training logs, learn how to use certain equipment, and direct people to equipment locations.
Coordinate events, including the Houston Lecture, Research Day, Seminar Series, philanthropy and outreach events, and research faculty interviews.
Manage space and set up offices for new faculty.
Assist with onboarding research faculty and laboratory personnel, including touring facilities and showing shared resources in the CHRC.
Greet and screen visitors and provide customer support as needed.
Edit faculty CVs as needed or requested.
Collaborate with colleagues to provide cross-functional support and continuity of operations as departmental needs evolve.
Perform other assigned duties and assist with projects and operational needs as departmental priorities change.