Intermediate Administrative Assistant

The University of Virginia seeks Intermediate Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Intermediate Administrative Assistant will provide administrative support for a group of clinical and research faculty. The incumbent's responsibilities include calendar management, website maintenance, meeting minutes, assisting with PowerPoint slides, managing grant/manuscript references in RefManager or EndNote, professional development reimbursement to faculty, and other clerical duties as assigned.

The chosen candidate will have a demonstrated capacity to work independently as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership. The Intermediate Administrative Assistant will report to the Administrative Team Leader.

Responsibilities:

• Provide advanced, administrative coordination to support office operations and special projects.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• Maintain website and update faculty CVs.
• Scholarly reference management and assist with grants as needed.
• Compile data for preparation and editing for senior leaders.
• Review and answer correspondence, screen callers and visitors, and handle confidential matters.
• Manage electronic files and produce/edit reports and documents.
• Serve as the point of contact for facility, equipment, or service calls.
• Organize meetings and materials for special events.
• Schedule and coordinate meetings, educational events, and travel. Monitor calendars, bringing pertinent items and dates to the attention of medical professional personnel

Minimum Qualifications:

• Education: High School Graduate or Equivalent
• Experience: No experience required.

Preferred Qualification:

• One or more years of relevant experience. Administrative experience in academia experience preferred.
• Strong computer skills and proficiency in MS Office (Publisher, Word, Outlook and Excel) is preferred
• Must have excellent written and verbal communication skills.
• Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.

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.

Anticipated Hiring Range: $40,000 - $50,000, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits .
• This position is based in Charlottesville, Virginia, and is eligible for a hybrid work schedule following completion of required in-person training and with supervisor approval. Additional on-site presence may be required as needed, in accordance with the University of Virginia’s remote work guidelines.

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

The position will remain open until filled.

Additional Requirements

• Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.
• 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 R0083637. Complete an application with the following documents:

• Resume
• Cover Letter - must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

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 may search and apply for jobs on the UVA Internal Careers website .

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.

For questions about the position, please contact Robert Hunt Jr. at RLH2Z@uvahealth.org .

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

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 .