The Department of Neurology at the University of Virginia (UVA) School of Medicine is seeking a motivated, enthusiastic team-player to complement our administrative team as an Administrative Generalist, Senior Administrative Assistant or Senior Administrative Coordinator. This position provides direct support to the department chair and vice chair office, and requires a high level of organization, prioritization, and management of multiple assignments simultaneously. The primary responsibilities of this position are to provide administrative, operational, logistical, and fiscal support for the department chair and vice chair office. The selected candidate will be an integral part of our administrative team and an essential liaison for department leadership in all aspects of the department's pursuits. Selection as an Administrative Generalist, Senior Administrative Assistant or Senior Administrative Coordinator will be commensurate on education and experience. The ability to maintain strict confidentiality while providing advanced administrative support at the highest level is essential for this role.

The primary responsibilities of this position include, but are not limited to, senior level administrative support for chair and vice chair office initiatives, general administrative support for the department, and cross-coverage for other administrative support professionals as needed. This position will assume a breadth of responsibilities across multiple functions.

This position is ideal for someone who likes variety. Additional duties include completing special projects as assigned. The preferred candidate will have the ability to transition easily between working independently and collaborating as part of a team.

The successful candidate will be expected to perfom the following duties:

• Use good judgment daily in decision-making and prioritizing duties for the chair and vice chair including scheduling meetings, updating CVs, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crises or urgent matters appropriately.
  
• Prepares confidential correspondence including letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and provide to internal and external stakeholders, as appropriate.
• Manage calendars, including coordination with internal and external parties and ongoing dialogue with faculty members to ensure needs are met. Schedule, publicize, and assist with preparation related to meetings. Track progress on post-meeting follow-up items.
• Serve as a liaison with internal and external entities to provide timely responses and problem resolution.
• Organizes and triages phone calls appropriately. Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various individuals and departments on behalf of the chair and vice chair.
• Facilitate properly formatted and up-to-date curricula vitae.
• Transcribes and edits dictated correspondence. Maintains an organized filing system.
• Coordinate all aspects for travel to include paperwork for pre-travel approvals and post-travel reimbursement.
• Facilitate resolution of all information technology issues.
• Assist with tracking projects, tasks, and documents to ensure accurate completion of projects. Organizes and expedites work flow of special projects, and initiates follow-up action appropriately.
• Maintains knowledge of Departmental, School, and University administrative policies and procedures.
• In addition to the above job responsibilities, other duties may be assigned.

Essential Knowledge, Skills and Abilities:

• Represent the chair and vice chair offices and effectively communicate with senior leadership, faculty, staff and external constituents in a professional, confidential manner.
• Work with and maintain confidentiality of department communications with University and UVA Health Leadership.
• Possess excellent interpersonal, organization, analytical and customer service skills (written and oral).
• Demonstrate meticulous attention to detail.
• Be able to follow instruction and demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret faculty members' and patient's needs and respond accordingly.
• Create, compose and edit written materials, maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem solving techniques to analyze and resolve complex situations.
• Coordinate financial documents.
• Manage multiple tasks in a fast-paced, demanding and complex environment.
• Work well as a team member, as well as independently with minimal supervision.

Minimum Requirements for the Senior Administrative Assistant level:

Education: High School Diploma. Bachelor's degree may substitute for experience.

Experience: Four years of relevant experience. Bachelor's degree may substitute for years of experience.

Minimum Requirements for the Senior Administrative Coordinator level:

Education: High School Diploma

Experience: Six years of experience. Bachelor's degree may substitute for experience.

Minimum Requirements for the Administrative Generalist level:

Education: Bachelor's degree

Experience: At least three years of experience. Relevant experience may be considered in lieu of a degree.

If you have specific questions regarding the position, please contact Pam Buck at pb6f@virginia.edu .

This position will remain open until filled. This is a Non-Exempt level, benefited position. This position will not sponsor applicants for work visas. This position is a restricted position and is dependent upon project need, availability of funding and performance. The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through UVA Careers and search for R0057883 . Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs' and search for R0057883. Complete an application online with the following documents:

• CV or Resume
• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Karon Harrington, Recruiter, at fak3ph@virginia.edu .

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, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.