Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development

UVA Health•Charlottesville, VA

7d•Onsite

About The Position

The University of Virginia School of Medicine seeks an Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development. The role is an integral part of the Faculty Affairs team within the SOM Dean’s Office and supports the efficient operation of executive leadership functions, including meeting coordination, communications, and the team’s day-to-day activities. The position works closely with faculty, department staff, and senior administrators across the School of Medicine and University. It handles confidential and sensitive information and requires discretion. This is an in-person role based in Charlottesville, Virginia, performed fully onsite five days per week.

Requirements

Bachelor’s degree, or a combination of education and related experience in lieu of a degree.
At least 3 years of relevant experience.
Excellent verbal and written communication skills.
Ability to manage competing priorities.
Outstanding interpersonal and organizational skills.
Attention to detail.
Time-management skills and a proven ability to meet deadlines.
A high level of discretion when handling confidential and sensitive information.

Nice To Haves

Proficiency in all components of Microsoft 365.
Proficiency in Zoom.
Prior experience in an academic institution.

Responsibilities

Maintain and coordinate the Senior Associate Dean’s complex calendar, schedule meetings, prepare meeting documentation, and ensure alignment with organizational priorities.
Draft, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the Senior Associate Dean; promotion and tenure materials are excluded.
Serve as the first point of contact for the Faculty Affairs shared inbox, triage and answer questions, and add email requests to the pending task log.
Send faculty appointment letters for signature through DocuSign.
Conduct data audits with the Faculty Affairs team to ensure the accuracy of School of Medicine faculty appointment data in Workday.
Assist team members with tracking and managing faculty personnel actions.
Manage the faculty clock stop process.
Manage the faculty track change process.
Manage the emeritus nomination process.
Track and compile Faculty Annual Review submissions.
Review the Board of Visitors actions table quarterly.
Execute special projects and routine activities supporting School of Medicine Faculty Affairs and Faculty Development processes.
Schedule and support onsite recruiting efforts for department chair and center director positions.
Perform other related duties as assigned.