Administrative Assistant, 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 (UVA) School of Medicine seeks a highly organized and professional Administrative Assistant to provide administrative support across multiple departmental functions. This position serves as an integral member of the department's administrative team, supporting executive leadership, faculty affairs, and faculty recognition initiatives while 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 Diploma
No experience required for administrative assistant, one-year relevant experience required for intermediate administrative assistant, three-year relevant experience for senior administrative assistant.

Nice To Haves

Experience supporting faculty affairs, academic administration, or higher education administration.
Experience coordinating committees and executive meetings.
Experience with event planning and project management.
Familiarity with promotion and tenure processes.
Experience preparing executive correspondence and professional documents.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Knowledge of School of Medicine or academic medical center operations.

Responsibilities

Provide administrative support to the Department Chair and departmental leadership by drafting executive correspondence, letters, and other written communications.
Prepare presentations, reports, briefing materials, and meeting packets for executive leadership.
Coordinate executive communications and assist with special administrative initiatives and departmental priorities.
Provide administrative support for scheduling, meeting coordination, and calendar management as assigned.
Serve as the primary backup to the Executive Assistant to the Department Chair, ensuring continuity of executive office operations.
Coordinate executive meetings, including scheduling, agenda preparation, meeting logistics, and follow-up.
Plan and coordinate departmental events, leadership meetings, and special programs.
Provide cross-coverage and administrative support for the Chair's Office as needed.
Demonstrate professionalism, collaboration, and exceptional customer service while serving as a role model for administrative staff throughout the Department.
Foster a culture of excellence by modeling organizational effectiveness, responsiveness, accountability, and a commitment to high-quality administrative support.
Independently coordinate all departmental Promotion and Tenure (P&T) activities for faculty across tenure-eligible and tenure-ineligible tracks, requiring organization and project management.
Maintain and execute monthly promotion timelines and monitor eligibility windows for faculty.
Guide faculty through the promotion process by providing individualized administrative support.
Coordinate collection, organization, and submission of promotion materials in accordance with strict and inflexible timelines.
Ensure compliance with School of Medicine policies, procedures, and deadlines.
Maintain confidential promotion documentation and committee records.
Serve as the departmental liaison with the School of Medicine Faculty Affairs Office.
Coordinate departmental and external faculty award nomination processes.
Monitor award opportunities and submission deadlines.
Draft, edit, and assemble nomination packets for internal and external awards and supporting documentation.
Coordinate departmental awards programs and recognition activities.
Prepare certificates and recognition materials.
Perform other duties as assigned to support departmental operations and evolving organizational priorities.
Collaborate with colleagues to provide cross-functional support and ensure continuity of operations as departmental needs evolve.
Demonstrate flexibility by assisting with additional projects and operational needs as assigned.
Provide cross-coverage and support colleagues as needed to ensure the successful operation of the department.