The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks applicants for an Intermediate or Senior Administrative Assistant to perform clerical and administrative work for the section of Neurodevelopmental and Behavioral Pediatrics, with additional support for Pediatric Psychology. Administrative Assistants perform work of a clerical nature, providing office support under direct supervision.
The Administrative Assistant will provide comprehensive administrative support, including calendar management, reimbursements, account management, QGenda scheduling, email communications, and promotion and tenure related activities. This role requires collaboration with supervisors on decisions outside standard operating procedures and close partnership with faculty, staff, and departmental leadership. The successful candidate will join a department recognized for its commitment to employee development, innovation, and staff support, offering a positive and engaging work environment. The individual will also collaborate with and provide cross-coverage for the Division of Pediatric Psychology and Behavioral Health and may be reassigned to support another division within the Department of Pediatrics as operational needs require.
The UVA Department of Pediatrics and UVA Health Children's share a common goal to enhance the health and well-being of children and families through collaborative medical care, education of professionals dedicated to pediatric healthcare, breakthrough research that improves lives, leadership, and community service. For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics .
Responsibilities:
Faculty Scheduling, Administrative, and Division Support
* Maintain complex calendars; schedule and confirm appointments, meetings, conferences, and travel arrangements.
* Serve as a liaison among faculty, staff, departmental offices, institutional partners, and external stakeholders.
* Receive, screen, and route incoming calls, mail, and inquiries; respond to routine requests and correspondence.
* Greet and assist visitors and provide customer support as needed.
* Provide division-level administrative support and cross-coverage for various areas within the Department of Pediatrics as needed.
Faculty Affairs, Staffing and Onboarding
* Coordinate faculty recruitment activities, including interview scheduling, candidate itineraries, and recruitment logistics.
* Manage faculty onboarding and offboarding processes, ensuring timely completion of required documentation, access requests, training requirements, and orientation activities.
* Assist with faculty promotion and tenure processes
* Prepare, maintain, and edit faculty curriculum vitae, licensure documentation, credentialing materials, reappointment packages, presentations, and other faculty records.
* Draft, edit, type, and maintain confidential correspondence, reports, forms, memos, and other administrative documents.
Financial Administration
* Process expense reports, reimbursements, and other financial transactions in accordance with University policies.
* Monitor faculty allotments and provide account management support.
* Maintain financial records and prepare reports as needed.
Office Operations and Event Coordination
* Coordinate meetings, conferences, recruitment activities, special events, and other divisional functions.
* Arrange logistics including scheduling, catering, venue reservations, travel, and preparation of meeting materials.
* Assist with office space requests, office moves, office supply management, equipment needs, and workspace maintenance.
* Support departmental and divisional projects, initiatives, and process improvement efforts.
Compliance and Professional Development
* Ensure compliance with University, School of Medicine, Medical Center, and departmental policies and procedures.
* Maintain knowledge of applicable systems, regulations, and best practices through ongoing professional development.
* Identify opportunities to improve workflows, enhance efficiency, and support continuous improvement initiatives.
Additional Duties
* Collaborate with departmental leadership, faculty, and administrative staff to support operational continuity and excellence.
* Perform other duties as assigned.
This position may provide administrative support across multiple functional areas within the department and perform additional duties as assigned based on divisional and departmental needs.
Minimum Qualifications
Education: High School Diploma
Experience: One-year relevant experience required for intermediate level and three-years relevant experience for senior level administrative assistant.
Preferred Qualifications
* Experience supporting faculty affairs, academic administration, or higher education administration.
* Experience with calendar management and travel planning.
* Experience preparing executive correspondence and professional documents.
* Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
* Ability to work independently and as part of a team.
* Strong communication skills, both written and oral.
Physical Demands
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
Hiring Range: $42,000 - $55,000, commensurate with experience.
Position Type & Work Location
* This is a non-exempt-level, benefited position. Learn more about UVA benefits .
* This is a restricted position, which is dependent on funding and is contingent upon funding availability.
* This position is based in Charlottesville, VA, and must be performed fully on-site.
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA .
The position will remain open until filled.
Additional Requirements
* Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.
* This position will not consider candidates who require immigration sponsorship now or in the future.
How to Apply
Please apply online , by searching for requisition number R0085261. Complete an application with the following documents:
* Resume
* Cover Letter - should include your interest in the position and how your relevant experience pertains to this position.
Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Internal applicants may search and apply for jobs on the UVA Internal Careers website .
Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.
For questions about the position, please contact Tori Lamb, TAL8T@uvahealth.org.
For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.
MINIMUM REQUIREMENTS:
Education: High School Diploma or equivalent required.
Experience: 1+ year of relevant experience required.
Licensure: None.
PHYSICAL DEMANDS:
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment .
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