Senior Administrative Assistant

UVA Health System•Newcomb Hall, VA

8d•Hybrid

About The Position

The University of Virginia seeks Senior Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Senior 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 Senior 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 Track expenditures with receipts or other relevant documentation and prepare and/or process reimbursement requests. Provide assistance with the coordination of the interview and selection process, credentialing process, and graduation verification. Provide assistance to department leadership to ensure operations are executed on schedule, provide facilities support and resources are used efficiently. In addition to the above job responsibilities, other duties may be assigned.

Requirements

High School diploma with four years of relevant experience is required. 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 required.

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 Track expenditures with receipts or other relevant documentation and prepare and/or process reimbursement requests.
Provide assistance with the coordination of the interview and selection process, credentialing process, and graduation verification.
Provide assistance to department leadership to ensure operations are executed on schedule, provide facilities support and resources are used efficiently.