Senior Administrative Assistant, Endocrinology

University of Virginia

13d•$23 - $27•Hybrid

About The Position

The Division of Endocrinology within the Department of Medicine at the University of Virginia (UVA) is seeking a Senior Administrative Assistant. This individual will provide advanced administrative support to multiple clinical and research faculty members and the divisional leadership team members. The successful candidate will assume various responsibilities, including but not limited to office organization, correspondence, recruitment itinerary creation, on-site recruitment day(s) coordination, maintenance of faculty calendars, oversight of the Physician and Nurse Practitioner clinical scheduling system utilizing Qgenda, management and implementation of divisional EasyCV curation, and provision of personalized faculty training on Qgenda and EasyCV software. This role necessitates strong organizational capabilities, meticulous attention to detail, and exemplary interpersonal skills for adept communication with faculty and colleagues within and outside the Division.

Requirements

Proficient in Microsoft Office applications, including Word, Outlook, PowerPoint, and Excel.
Self-motivated with strong attention to detail and effective problem-solving skills.
Communicates clearly and professionally to support collaboration, alignment, and efficient daily operations.
Builds and maintains positive team dynamics through open dialogue and appropriate issue escalation.
Provides excellent customer service to a diverse group of physicians and staff.
Skilled in interacting with executive-level administrators and other stakeholders.
Demonstrates strong organizational and time management skills, effectively prioritizing competing demands.
Makes sound decisions based on complex information from multiple sources.
Handles complex, sensitive, and confidential matters with tact and discretion.
Works effectively both independently and as part of a team.
Consistently demonstrates the department’s core values of compassion, respect, service excellence, and integrity.
Education: High School Graduate or equivalent required.
Experience: 3+ years relevant experience required.
Licensure: None required.

Responsibilities

Managing office supply inventories and associated reimbursements in adherence to University policies and procedures.
Assisting the Operations Manager in conducting the Division's annual faculty review process, encompassing the creation of evaluations using Qualtrics, dissemination of evaluation information, data collection, coordination of reviews with the Division Chief, scheduling appointments, and documenting meetings.
Coordinating designated events and projects, including location reservation and catering and on-site day of event coverage.
Management of faculty calendars, entailing coordination with various internal and external parties and continual communication with faculty members to ensure their preferences and needs are accommodated.
Scheduling, publicizing, and facilitating meeting preparation, including agenda creation and maintenance of meeting minutes.
Monitoring the progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
Managing the Divisional Easy CV process and providing requisite training to faculty and staff as necessary.
Facilitating scheduling for divisional physicians through the utilization of QGenda, involving the development of schedules, endorsement, and publication of calendar requests, and maintaining communication with the division clinical operations manager and clinic liaisons to ensure appropriate coordination with clinic scheduling, including the provision of training as required.
Offering assistance in Divisional recruitment efforts upon request.
Contributing to the planning and executing projects assigned by the Division Chiefs, Administrator, and Operations Managers.
Aiding in the coordination of data for internal and external reports as needed.
Additional responsibilities as needed.