Senior Administrative Assistant, Endocrinology

Overview

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.

• 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, including 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, catering, and on-site day-of-event coverage.
• Managing faculty calendars, coordinating with internal and external parties, and consistently communicating with faculty to accommodate preferences and needs.
• Scheduling, publicizing, and facilitating meeting preparation, including agenda creation and maintaining meeting minutes.
• Monitoring progress on post-meeting follow-up items to ensure completion of assigned tasks.
• Managing the Divisional EasyCV process and providing necessary training to faculty and staff.
• Facilitating scheduling for divisional physicians using QGenda, including schedule development, endorsement, publication of calendar requests, and maintaining communication with the division clinical operations manager and clinic liaisons to coordinate with clinic scheduling. Training will be provided as required.
• Offering assistance in divisional recruitment efforts upon request.
• Contributing to planning and execution of 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.

• 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.

Education:

High School Graduate or equivalent required.

Experience:

3+ years relevant experience required.

Licensure:
None required.

This is primarily a sedentary job involving extensive use of desktop computers. The role may require traveling to attend meetings and programs.

The anticipated hiring range is $23-27/hour, commensurate with education and experience. This is a non-exempt, benefited position. This position is based in Charlottesville, VA, with a hybrid schedule of 2 days on Grounds per week, and additional on-site presence as needed in accordance with UVA’s remote work guidelines.

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

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

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 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, Skill Survey, 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.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities.