Senior Administrative Coordinator

UVA Health

6d•Onsite

About The Position

The Department of Medicine, Division of Pulmonary and Critical Care Medicine at the University of Virginia (UVA) School of Medicine seeks candidates for a Senior Administrative Coordinator to work collaboratively as part of an administrative team. The successful candidate will be expected to provide a high level of administrative support to include clinical support, QGenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence, and special projects as assigned.

Requirements

High School Graduate or equivalent required.
3+ years relevant experience required.

Nice To Haves

Prior experience with Workday, Qualtrix and Qgenda programs.
Experience with calendaring and handling confidential information.

Responsibilities

Manage complex calendars, including coordination with multiple internal and external parties and ongoing dialogue with faculty members to ensure their preferences and needs are met.
Schedule, publicize, and assist with preparation related to meetings, including agendas and meeting minutes.
Track progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
Work as a liaison with internal and external agencies providing timely response and problem resolution.
Coordinate assigned events, including reservation of location and catering.
Maintain all career-related documents for assigned faculty, including presentations, licensures, certifications, and continuing medical education verifications.
Facilitate properly formatted and up-to-date curricula vitae for assigned faculty.
Book and confirm all accommodation and transportation arrangements for faculty travel to include paperwork for pre-travel approvals and post-travel reimbursement.
Facilitate resolution of all information technology issues.
Serve as primary designee and administrator of Division specific QGenda schedules, including approval of vacation requests and scheduling changes.
Assist with the planning and implementing of significant projects assigned by faculty, Division Administrator, or Unit Administrator.
Process purchases and expenses for designated faculty, proactively communicating with faculty on sources and uses of funds.
Monitor fund balances to ensure adherence to budgets, report on expenditures and projections.
Assist with tracking projects, tasks, and documents to ensure accurate completion of projects.
Assist with the coordination of data for internal and external reports in the Division.