Senior Administrative Assistant, Endocrinology

The Division of Endocrinology within the Department of Medicine at the University of Virginia (UVA) is seeking a Senior Administrative Assistant. This individual will provide advanced administrative support to multiple clinical and research faculty members and the divisional leadership team members.

The successful candidate will assume various responsibilities, including but not limited to office organization, correspondence, recruitment itinerary creation, on-site recruitment day(s) coordination, maintenance of faculty calendars, oversight of the Physician and Nurse Practitioner clinical scheduling system utilizing Qgenda, management and implementation of divisional EasyCV curation, and provision of personalized faculty training on Qgenda and EasyCV software. This role necessitates strong organizational capabilities, meticulous attention to detail, and exemplary interpersonal skills for adept communication with faculty and colleagues within and outside the Division.

Job Responsibilities:

• Managing office supply inventories and associated reimbursements in adherence to University policies and procedures.
• Assisting the Operations Manager in conducting the Division's annual faculty review process, encompassing the creation of evaluations using Qualtrics, dissemination of evaluation information, data collection, coordination of reviews with the Division Chief, scheduling appointments, and documenting meetings.
• Coordinating designated events and projects, including location reservation and catering and on-site day of event coverage.
• Management of faculty calendars, entailing coordination with various internal and external parties and continual communication with faculty members to ensure their preferences and needs are accommodated.
• Scheduling, publicizing, and facilitating meeting preparation, including agenda creation and maintenance of meeting minutes.
• Monitoring the progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
• Managing the Divisional Easy CV process and providing requisite training to faculty and staff as necessary.
• Facilitating scheduling for divisional physicians through the utilization of QGenda, involving the development of schedules, endorsement, and publication of calendar requests, and maintaining communication with the division clinical operations manager and clinic liaisons to ensure appropriate coordination with clinic scheduling, including the provision of training as required.
• Offering assistance in Divisional recruitment efforts upon request.
• Contributing to the planning and executing projects assigned by the Division Chiefs, Administrator, and Operations Managers.
• Aiding in the coordination of data for internal and external reports as needed.
• Additional responsibilities as needed.

Additional Knowledge & Skills:

• Proficient in Microsoft Office applications, including Word, Outlook, PowerPoint, and Excel.
• Self-motivated with strong attention to detail and effective problem-solving skills.
• Communicates clearly and professionally to support collaboration, alignment, and efficient daily operations.
• Builds and maintains positive team dynamics through open dialogue and appropriate issue escalation.
• Provides excellent customer service to a diverse group of physicians and staff.
• Skilled in interacting with executive-level administrators and other stakeholders.
• Demonstrates strong organizational and time management skills, effectively prioritizing competing demands.
• Makes sound decisions based on complex information from multiple sources.
• Handles complex, sensitive, and confidential matters with tact and discretion.
• Works effectively both independently and as part of a team.
• Consistently demonstrates the department's core values of compassion, respect, service excellence, and integrity.

MINIMUM REQUIREMENTS:

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Licensure: None required.

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 anticipated hiring range is $23-27/hour, commensurate with education and experience. This is a non-exempt-level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and is eligible for a hybrid schedule of 2 days on Grounds per week, with additional on-site presence as needed, in accordance with UVA's remote work guidelines.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Additional Requirements

Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.

How to Apply

Please apply online, by searching for requisition number R0079937. Complete an application with the following documents:

• Resume
• Cover Letter

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: Search and apply for jobs on the UVA Internal Careers website.

Reference Check Process

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.

Contact

For questions about the application process, please contact Jeremy Brofft, Senior Academic Recruiter at xmf9ad@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.