Team Wellbeing Administrative Coordinator

University of Virginia•Charlottesville, VA

5d•Hybrid

About The Position

This role supports both day-to-day operations and key wellbeing initiatives, including the Wisdom & Wellbeing Program, which strengthens team member wellbeing through training in the stress continuum, Stress First Aid, and organizational approaches that reduce avoidable stressors. The position also supports the engagement and coordination of Team Wellbeing Advocates, helping mobilize and connect trained advocates to wellbeing activities across UVA Health. This job family coordinates, integrates and administers a range of diverse administrative or staff functions. Responsible for managing the daily operations and administrative functions of university departments, and include office management, scheduling, and coordination of activities across departments. UVA Administrative staff support strategic goals and ensure smooth university operations. This position is responsible for providing administrative services to the organizations schools/units/leadership. Activities may include preparing documents of varying complexity, managing the collection, recording, sorting, and filing of data/information, preparing reports, making travel arrangements, arranging appointments/meetings, and responding to inquiries. Responsibilities also may include participation in wellbeing events, including coordination, event logistics, and promoting the foundations of wellbeing initiatives at events.

Requirements

Associate's Degree or equivalent required.
3+ years of relevant experience.
Proficiency with Microsoft Office Suite and comfort learning new digital platforms.
Exceptional organizational skills, with keen attention to detail and strong planning capabilities.
Proactive, solution-oriented mindset with the ability to anticipate needs and independently solve problems.
Proficiency with Microsoft Office Suite (Teams, Outlook, Word, Excel, PowerPoint); willingness to learn new systems.
Ability to manage and maintain online learning systems for computer-based learning (CBL) modules and other educational resources.
Skilled at coordinating trainings, events, and meetings – both in person and virtually (Zoom).
Strong ability to balance multiple tasks, meet deadlines, and clearly communicate project status.
Professionalism, sound judgment, and the ability to maintain confidentiality.
Excellent written and verbal communication skills.

Nice To Haves

Experience in healthcare, higher education, or mental health settings preferred.
Proficient (or willing to learn) in website management and maintenance.

Responsibilities

Manage meeting minutes, file management, presentation updates, and data entry.
Manage complex calendars, coordinate cross-departmental meetings, and handle logistical arrangements.
Respond to internal and external inquiries with professionalism and clarity.
Support digital communication and learning platforms, including weekly newsletters, CBL modules, Workday learning assignments, and website updates.
Track project milestones, deliverables, and timelines to ensure the successful execution of initiatives.
Coordinate activities of Team Wellbeing Advocates, ensuring effective communication, engagement, and follow-up.
Partner with the Continuing Medical Education (CME) office to implement required protocols and uphold CE certification and credit availability for OTWB trainings.
Plan, schedule, and execute Wellbeing Popup events in response to departmental and team requests.
Manage the Quick Check assessment tool, including maintaining up-to-date website content, monitoring incoming requests, and ensuring timely, professional communication with requestors.
Other duties as assigned.