Senior Administrative Coordinator

The Department of Medicine, Division of Pulmonary and Critical Care Medicine at the University of Virginia (UVA) School of Medicine seeks candidates for a Senior Administrative Coordinator to work collaboratively as part of an administrative team. The successful candidate will be expected to provide a high level of administrative support to include clinical support, QGenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence, and special projects as assigned.

The successful candidate will be expected to perform the following job duties:

• Manage complex calendars, including coordination with multiple internal and external parties and ongoing dialogue with faculty members to ensure their preferences and needs are met.

• Schedule, publicize, and assist with preparation related to meetings, including agendas and meeting minutes.

• Track progress on post-meeting follow-up items to ensure completion of assigned participant tasks.

• Work as a liaison with internal and external agencies providing timely response and problem resolution.

• Coordinate assigned events, including reservation of location and catering.

• Maintain all career-related documents for assigned faculty, including presentations, licensures, certifications, and continuing medical education verifications.

• Facilitate properly formatted and up-to-date curricula vitae for assigned faculty.

• Book and confirm all accommodation and transportation arrangements for faculty travel to include paperwork for pre-travel approvals and post-travel reimbursement.

• Facilitate resolution of all information technology issues.

• Serve as primary designee and administrator of Division specific QGenda schedules, including approval of vacation requests and scheduling changes.

• Assist with the planning and implementing of significant projects assigned by faculty, Division Administrator, or Unit Administrator.

• Process purchases and expenses for designated faculty, proactively communicating with faculty on sources and uses of funds.

• Monitor fund balances to ensure adherence to budgets, report on expenditures and projections.

• Assist with tracking projects, tasks, and documents to ensure accurate completion of projects.

• Assist with the coordination of data for internal and external reports in the Division.

Minimum Requirements

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Preferred Qualifications

Experience: Prior experience with Workday, Qualtrix and Qgenda programs. Also experience with calendaring and handling confidential information.

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.

Salary Range: The anticipated hiring range is $26.92/hr.-$29.33/hr. ($56,000-$61,000/yr.), commensurate with education and experience.

Exemption Status: This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement : This position is based in Charlottesville, VA, and must be performed fully on-site.

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

Application Timeline: Application review will begin after [DATE].

Background Check: Background checks will be conducted on all new hires prior to employment.

Visa Sponsorship: 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 R0082226. Complete an application with the following documents:

• Resume

• Cover Letter is optional but strongly suggested

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 theUVA 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.

Recruiter Contact: For questions about the application process, please contact Margaret Weeks.

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.