Administrative Assistant, Pediatric Gastroenterology

UVA Health•Charlottesville, VA

8d•$42,000 - $55,000•Onsite

About The Position

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks applicants for an Administrative Assistant to perform clerical and administrative work for the Division of Gastroenterology. Administrative Assistants perform work of a clerical nature, providing office support under direct supervision. Work is typically repetitive and follows consistent practice and established procedures. Administrative Assistants consult with supervisors for most decisions outside of standard operating procedures. The successful candidate will join a department that employs outstanding people and is progressive in its initiatives to develop and support its staff, making it a great place to work. This position will join a supportive, learning-oriented team. This position is an on-site, Monday-Friday role. The UVA Department of Pediatrics and UVA Health Children’s share a common goal to enhance the health and well-being of children and families through collaborative medical care, education of professionals dedicated to pediatric healthcare, breakthrough research that improves lives, leadership, and community service.

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

Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Prior administrative experience is preferred.

Responsibilities

Serve as the division's primary administrator for QGenda, managing faculty clinical, call, and other divisional schedules.
Build, maintain, and update schedules in accordance with divisional guidelines, faculty preferences, and operational requirements.
Coordinate schedule changes, coverage requests, and provider availability while ensuring accuracy and compliance with departmental procedures.
Serve as the primary point of contact for faculty regarding scheduling questions and issues.
Generate schedule reports, maintain scheduling records, and support ongoing schedule optimization efforts.
Collaborate with departmental leadership, faculty, and other administrative professionals to ensure effective scheduling practices and continuity of operations.
Collaborate with Medical Center Ambulatory Access regarding all faculty schedule changes to ensure the EMR accurately reflects Q-Genda and Outlook calendars.
Provide administrative support to faculty members, divisional leadership, and staff.
Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.
Serve as a liaison between faculty, staff, departmental offices, and external stakeholders.
Respond to faculty inquiries and facilitate communication with departmental and institutional contacts.
Coordinate faculty recruitment activities, including interview scheduling, candidate itineraries, and recruitment logistics.
Manage faculty onboarding and offboarding processes, ensuring timely completion of required documentation, access requests, training requirements, and departmental orientation activities.
Coordinate faculty credentialing and recredentialing activities.
Prepare and maintain faculty and divisional documents, including curriculum vitae, licensure documentation, credentialing materials, reappointment packages, presentations, and correspondence.
Draft, edit, and maintain confidential reports, forms, and other administrative documents.
Process expense reports, reimbursements, and other financial transactions in accordance with University policies.
Monitor faculty allotments and provide account management support.
Maintain financial records and prepare reports as needed.
Coordinate meetings, conferences, recruitment activities, and special events.
Arrange event logistics, including scheduling, catering, venue reservations, travel arrangements, and preparation of materials.
Assist with office space requests, office moves, and other operational needs.
Maintain office supplies, equipment, and workspace resources and coordinate maintenance needs as appropriate.
Support divisional and departmental projects and initiatives as assigned.
Ensure compliance with University, School of Medicine, and departmental policies and procedures.
Maintain knowledge of relevant systems, regulations, and best practices through ongoing professional development.
Identify opportunities to improve workflows, enhance efficiency, and support cost-saving initiatives.
This position may provide administrative support across multiple functional areas within the department and perform additional duties as assigned based on divisional and departmental needs.