Senior Administrative Coordinator, Department of Public Health Sciences

UVA Health System•Newcomb Hall, VA

3d•$65,000 - $70,000•Onsite

About The Position

The Department of Public Health Sciences (PHS) seeks a Senior Administrative Coordinator. The successful candidate will act as the assistant to the Chair and the Director of Administration, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies, and knowledge of department, school, and university policies and practices. They must exercise discretion in handling confidential, sensitive, and timely information. They prepare meeting agendas, memos, and correspondence; coordinate a busy and shifting office calendar; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. Assistants to the Chair serve as the primary liaison for the Chair. Responsibilities Anticipate the needs of the Chair and Director of Administration. Review correspondence and draft responses as appropriate, or forward to the appropriate person for response. Manage the calendar of the Chair. Act as a liaison with University leadership, assisting in relationship building with various constituents and leadership offices. Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Track, monitor, and follow the progress of projects, action items, and strategies that emanate from department leadership. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed. Develop memos, communiques, and correspondence. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the Chair, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.). Organize and manage department-led faculty searches, working closely with the Chair and the Search Committee in setting search meetings, developing visit itineraries, and obtaining and organizing feedback. Organize and manage departmental events, including logistics, invitations, and on-site coordination. Manage the faculty annual review (FAR) as well as the promotion and tenure (P&T) process. Arrange FAR meetings with individual faculty and submit final FAR forms. Oversee the P&T timeline, schedule P&T committee meetings, and work with faculty in submitting draft and final P&T documents. In addition to the above responsibilities, other duties may be assigned.

Requirements

Bachelor's Degree or combination of education and related experience in lieu of a degree
3+ years of relevant experience supporting a senior executive

Nice To Haves

Independent & Collaborative Work: Ability to work independently and as part of a diverse team in a collaborative environment
Organization Skills: Highly organized with the ability to prioritize tasks effectively and demonstrate strong attention to detail
Effective Communication: Proficient in both verbal and written communication, ensuring professionalism in all interactions
Adaptability: Flexible and able to adapt to changing priorities and handle unexpected challenges with ease
Time Management: Efficient in managing schedules and meeting deadlines.

Responsibilities

Anticipate the needs of the Chair and Director of Administration.
Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.
Manage the calendar of the Chair.
Act as a liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Track, monitor, and follow the progress of projects, action items, and strategies that emanate from department leadership.
Ensure that appropriate follow-up actions are taken.
Initiate subsequent follow-up meetings and communication for key stakeholders as directed.
Develop memos, communiques, and correspondence.
Prepare agendas and identify meeting participants.
Collect, prepare, and distribute appropriate briefing materials.
Ensure information flow to and from the Chair, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).
Organize and manage department-led faculty searches, working closely with the Chair and the Search Committee in setting search meetings, developing visit itineraries, and obtaining and organizing feedback.
Organize and manage departmental events, including logistics, invitations, and on-site coordination.
Manage the faculty annual review (FAR) as well as the promotion and tenure (P&T) process.
Arrange FAR meetings with individual faculty and submit final FAR forms.
Oversee the P&T timeline, schedule P&T committee meetings, and work with faculty in submitting draft and final P&T documents.