Senior Medical Office Coordinator

University of Virginia • Charlottesville, VA

14d • $40,000 - $55,000 • Hybrid

About The Position

This position provides high-quality administrative assistance to multiple faculty members and advanced practice providers (APPs), prioritizing complex issues, maintaining strict confidentiality, and performing advanced administrative and office support duties. The role works independently, exercises judgment in daily decisions, manages communications and calendars, handles travel and financial documentation, and supports faculty and APP administrative, clinical, and legal-related needs.

The coordinator also maintains provider call schedules and CVs, works with Epic medical records and inboxes, coordinates clinic changes and legal case workflows, prepares and edits documents and presentations, organizes promotion and tenure portfolio materials, and supports special projects. The position serves as a resource and mentor to staff, including on travel policies and processes, and provides backup coverage for coworkers.

The position is based in Charlottesville, Virginia. After a training period, it is eligible for a hybrid schedule of four days on Grounds per week, with additional on-site presence as needed, in accordance with UVA remote work guidelines. This is a non-exempt, benefited, restricted position contingent on funding availability. The anticipated hiring range is $40,000–$55,000, commensurate with education and experience.

Requirements

• High school graduate or equivalent.
• At least 3 years of relevant experience.
• Ability to maintain strict confidentiality.
• Ability to work independently and exercise judgment in prioritizing work and making decisions.

Nice To Haves

• Five years of medical office experience.

Responsibilities

• Work independently and use initiative to make judgments and decisions; generate documents and reports according to provided guidelines.
• Prioritize duties and manage emails, travel pre-approvals, meeting scheduling, CV updates, transcription, visitor direction, telephone calls, reservations, and mail.
• Handle crisis or urgent matters appropriately.
• Manage travel documentation and expenditures, including pre-approvals, reimbursements, purchase orders, payment vouchers, and, in some cases, travel arrangements.
• Establish, cancel, and reschedule meetings; maintain accurate calendars; prioritize appointment requests; screen calls; arrange conference calls and meeting rooms; and plan engagements according to faculty and department priorities.
• Prepare confidential faculty correspondence, including recommendation letters, annual performance review templates, and promotion and tenure portfolio documents, and send materials to appropriate recipients where applicable.
• Coordinate physician call and backup surgeon schedules by collaborating with office contacts, verifying availability, and logging call types in the master calendar.
• Work with physicians, clinics, and surgery schedulers to cancel and open provider clinics.
• Use Epic to forward initial visit office notes to referring providers and primary care providers, and monitor individual Epic inboxes for messages from clinic staff and providers.
• Maintain knowledge of Departmental, School, and University administrative policies and procedures.
• Coordinate patient legal case workflows between providers and attorneys; manage inquiries, scheduling, billing, and collection for legal conference calls, depositions, and trials; and work with Piedmont Liability Trust for more in-depth legal questions and advice.
• Organize and triage phone calls, take complete and accurate messages, and communicate instructions and requests on behalf of faculty and APPs.
• Prepare presentations and documents; review, proofread, and correct information for accuracy.
• Transcribe and edit dictated correspondence and technical reports.
• Maintain a comprehensive filing system for correspondence, reports, and records.
• Maintain faculty and APP CVs.
• Organize and expedite special-project workflows and initiate follow-up action as appropriate.
• Help faculty prepare promotion and tenure portfolios by organizing grateful patient letters, conference programs, reports, publications, and related materials into clinical, teaching, and research sections with tables of contents.
• Train and mentor staff on job responsibilities, particularly travel policies and processes.
• Handle special and ad hoc support responsibilities and projects.
• Provide backup to coworkers by assisting with coverage during absences.

Benefits

• Benefited position.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED