Senior Administrative Assistant

The Department of Ophthalmology at the University of Virginia School of Medicine seeks a Senior Administrative Assistant. The successful candidate will be responsible for providing high-quality administrative support for the department faculty and administrative leadership to include prioritizing complex issues, maintaining strict confidentiality, and performing advanced administrative and office support duties at the highest level.

Administrative support responsibilities include:

• Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendar for department faculty including prioritizing requests for appointments, screening calls, arranging conference calls, creating agendas, ordering catering and scheduling meeting rooms, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities and availability of the faculty and the department.

• Generates documents and reports based on provided guidelines. Works independently and uses own initiative to make judgments and decisions. Uses good judgment daily in decision making and prioritizing duties including scheduling meetings, updating CVs, dictation and transcription, directing visitors, answering telephones, making reservations, receiving mail/correspondence, etc. Handles crisis or urgent matters appropriately.

• Prepares confidential correspondence including letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and sends to outside physicians, internal, and external stakeholders.

• Coordinates faculty recruitment in close collaboration with search committee and administrators. Works with search committee members to schedule preliminary and on-site interviews. Prepares itineraries and serves as a point of contact during the search process.

• Onboard and offboard faculty, meeting institutional, school, and department guidelines.

• Coordinates and prepares agenda and minutes for faculty meetings.

• Maintains knowledge of Departmental, School, and University administrative policies and procedures.

• 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 faculty and administrators.

• Transcribes and edits dictated correspondence and technical reports as requested.

• Maintains a comprehensive electronic filing system for correspondence, reports, and records.

• Organizes and expedites work flow of special projects, and initiates follow-up action appropriately.

• Handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities.

• Coordinates Optometry Education Programs

• Coordinates and executes departmental events, including symposia, graduation, holiday celebrations, and other gatherings. Occasional evenings/weekends required for events.

Minimum Requirements:

• Education: High School diploma.

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

Preferred Qualifications:

• Bachelor’s Degree or equivalent experience

• Previous experience in an administrative support role to leadership within Medical Center/Hospital/School of Medicine, experience with website design/maintenance, and experience with creating marketing materials.

• Preferred Computer Applications: Microsoft Word, Outlook and Excel, familiarity with Workday, Qgenda, and Zoom.

• Represent the department effectively in communication with senior leadership, faculty, staff and external constituents in a professional and confidential manner.

• Work with and maintain confidentiality of communications with University and UVA Health Leadership.

• Possess excellent interpersonal, organization, analytical and customer service skills (written and oral).

• Have 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 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.

• Manage multiple tasks in a fast-paced, demanding and complex environment.

• Work well as a team member, as well as independently with minimal supervision.

Physical Demands:
This position is located in Charlottesville, VA. This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling to attend meetings or transport recruits to various clinical locations.

This position will remain open until filled. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

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. A completed pre-employment health screen is required for this position prior to employment.

Anticipated Hiring Range:

$57,000 - $63,000 commensurate with education and experience.

To Apply:

Please apply through Careers at UVA and search for R0054649.

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

• CV

• 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 Skill Survey during the final phase of the interview process.

For questions about the application process, please contact Yelena Markazyan at ym3mm@virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

The University of Virginia, including 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.