Intermediate Administrative Assistant

University of Virginia

1d•Hybrid

About The Position

The University of Virginia seeks Intermediate Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Intermediate Administrative Assistant will provide administrative support for a group of clinical and research faculty. The incumbent's responsibilities include calendar management, website maintenance, meeting minutes, assisting with PowerPoint slides, managing grant/manuscript references in RefManager or EndNote, professional development reimbursement to faculty, and other clerical duties as assigned. The chosen candidate will have a demonstrated capacity to work independently as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership. The Intermediate Administrative Assistant will report to the Administrative Team Leader. Responsibilities: • Provide advanced, administrative coordination to support office operations and special projects. • Arrange business travel, coordinate meetings, and support agenda management and expense tracking. • Maintain website and update faculty CVs. • Scholarly reference management and assist with grants as needed. • Compile data for preparation and editing for senior leaders. • Review and answer correspondence, screen callers and visitors, and handle confidential matters. • Manage electronic files and produce/edit reports and documents. • Serve as the point of contact for facility, equipment, or service calls. • Organize meetings and materials for special events. • Schedule and coordinate meetings, educational events, and travel. Monitor calendars, bringing pertinent items and dates to the attention of medical professional personnel • In addition to the above job responsibilities, other duties may be assigned. Qualifications: • High School diploma • One or more years of relevant experience is preferred. Bachelor's may substitute for experience. • Must have excellent written and verbal communication skills. • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment. • Strong computer skills and proficiency in MS Office (Publisher, Word, Outlook and Excel) is preferred • Administrative experience in academia experience preferred. This position will become Hybrid after the completing department training. The University will perform background checks on all new hires prior to employment. For questions about the position, Please contact Robert Hunt Jr @ [email protected]. Questions about the application process, please contact Eric Allen, Academic Recruiter at [email protected] . Required Application Materials: • CV • Cover Letter Please note multiple documents can be submitted in the CV /Resume Box. Applications that do not contain all the required documents will not receive full consideration. Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs. The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVAs commitment to non-discrimination and equal opportunity employment. The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.

Requirements

High School diploma
One or more years of relevant experience is preferred. Bachelor's may substitute for experience.
Must have excellent written and verbal communication skills.
Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.
Strong computer skills and proficiency in MS Office (Publisher, Word, Outlook and Excel) is preferred

Nice To Haves

Administrative experience in academia experience preferred.

Responsibilities

Provide advanced, administrative coordination to support office operations and special projects.
Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
Maintain website and update faculty CVs.
Scholarly reference management and assist with grants as needed.
Compile data for preparation and editing for senior leaders.
Review and answer correspondence, screen callers and visitors, and handle confidential matters.
Manage electronic files and produce/edit reports and documents.
Serve as the point of contact for facility, equipment, or service calls.
Organize meetings and materials for special events.
Schedule and coordinate meetings, educational events, and travel. Monitor calendars, bringing pertinent items and dates to the attention of medical professional personnel
In addition to the above job responsibilities, other duties may be assigned.