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Intermediate Administrative Assistant, Department of Surgery


Intermediate Administrative Assistant, Department of Surgery

  • R0042579
  • 1415 Jefferson Park Avenue, Charlottesville, Virginia, United States
  • Administrative Group
  • The University of Virginia
The Department of Surgery at the University of Virginia is seeking an Intermediate Administrative Assistant to provide administrative support to the department and faculty within the Transplant Surgery Division. Responsibilities include full daily administrative support for physician faculty members, correspondence, calendar maintenance, schedule preparation and maintenance, pre-and post-travel coordination, recruitment logistics and support, maintenance of up-to-date licensures and curricula vitae, reporting, and other duties as assigned.

Intermediate Administrative Assistants perform clerical and administrative work to support a single person, a group of people, an office, or a program. They work under the general direction of a supervisor, and have a demonstrated capacity to work independently as well as the authority to make decisions based on standard operating procedures and policies, or per the guidance of leadership. They may have latitude to set procedures to accomplish work tasks.

Candidates must possess superior verbal and written communication skills as well as strong organizational and administrative abilities, work with accurate attention to detail, show initiative and demonstrate flexibility to respond to the varying demands in a fast-paced environment. Experience providing administrative support in a higher education or medical office setting is preferred.

Job Responsibilities Include:
  • Provide general, clerical coordination to support office operations.
  • Assist with arranging business travel, scheduling meetings, and supporting agenda management and expense tracking.
  • Review, createand answer correspondence, as well as screen callers and visitors, which may include confidential matters.
  • Maintain electronic files and produce reports.
  • Provide administrative support for special projects.
  • In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirements:
Education: High School Diploma . An Associate’s degree is preferred.
Experience: At least one year of relevant experience. Four years of administrative experience is preferred.
Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint) is required.

Preferred Requirements:
  • Intermediate knowledge of general office procedures and medical terminology.
  • Ability to follow established policies and procedures and adhere to regulatory guidelines in daily work.
  • Strong organizational and time management skills with ability to multi-task and balance priorities of a variety of constituents.
  • Ability to work independently, follow directions, and work effectively as part of a team.
  • Ability to navigate University databases and systems.
  • Ability to work with senior leaders to accomplish goals.
  • Ability to grasp the University's educational mission, strategic aims, and programs.
  • Ability to communicate effectively both in writing and orally, including proper grammar, spelling, and punctuation.
  • Ability to be professional in stressful or difficult situations and to have flexibility in responding in a timely fashion to the varying needs of patients, medical providers, and faculty members.
  • Ability to show initiative in problem solving and think outside the box.
  • Ability to maintain a high level of confidentiality and attention to detail.
  • Demonstration of high level of professionalism and customer service at all times.

This is a restricted position; continuation is dependent on funding and satisfactory performance. This is a non-exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits. The position will remain open until filled.

EXTERNAL APPLICANTS: please apply through Workday at the following URL, https://uva.wd1.myworkdayjobs.com/UVAJobs , and search for requisition #R0042579.Complete an application online and attach a cover letter and resume. The successful candidate will pass a criminal background check and pre-employment health screening. Please note that multiple documents can be uploaded in the box. Incomplete applications will not receive full consideration.

INTERNAL UVA APPLICANTS: please apply through your Workday Home page, search “Find Jobs”, and search for requisition #R0042579.Complete an application online and attach a cover letter and resume. The successful candidate will pass a criminal background check and pre-employment health screening. Please note that multiple documents can be uploaded in the box. Incomplete applications 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 SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jessica Russo, Academic Recruiter at sxv9zv@virginia.edu .

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

COVID Vaccination Requirement and Guidelines

Please visitthe UVA COVID-19 Job Requirements and Guidelines webpageprior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

The University of Virginia, i ncluding 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.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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