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Senior Administrative Coordinator

Charlottesville

Senior Administrative Coordinator

  • R0042563
  • Charlottesville, Virginia, United States
  • Administrative Group
  • The University of Virginia
The School of Medicine Office of Diversity Programs seeks a Senior Administrative Coordinator to the Senior Associate Dean for Diversity, Equity, and Inclusion to join its office. The candidate will be responsible for providing high-quality administrative assistance for the Senior Associate Dean and Assistant Dean in all aspects including prioritizing complex issues, maintaining strict confidentiality, performing advance administrative and office support at the highest level.

JOB RESPONSIBILITIES
  • Schedule, reschedule and cancel meetings as requested. Maintain a detailed and accurate calendar for the Senior Associate Dean and Assistant Dean independently within three months of hire including prioritizing requests for meetings, appointments, screening of calls, creating agendas, scheduling meeting rooms and ordering catering when needed.
  • Manage daily office operations (i.e. triage of phone calls and student requests appropriately, order supplies and materials, respond to ad hoc leadership requests, etc.) of the SOM Diversity Office with limited to no supervision.
  • Reconcile monthly operating expenses, prepare reimbursements to students, staff, faculty, and vendors when needed, and maintain detailed and accurate files and reports.
  • Manage travel-related expenses for the Senior Associate Dean and Assistant Dean to include making travel arrangements, processing pre-approvals, reimbursements, purchase orders and payment vouchers.
  • Coordinate and prepare meeting agendas, minutes for team meetings on behalf of the Senior Associate Dean.
  • Manage budgets for student affinity groups (i.e., SNMA, LMSA and qMD) by maintaining and tracking monthly, annual organizational membership dues.
  • Serve as point of contact to underrepresented medical students within the SOM for meeting requests, issues and/or concerns that need to be addressed by the Senior Associate Dean or Assistant Dean.
  • Coordinate activities for the SNMA, LMSA and qMD student groups and participate in programs and conferences relating to the student groups when needed.
  • Assist with the coordination of programs and events such as scheduling, venues, communication, and budgeting when needed.
  • Responsible for updating and maintaining accurate contact lists.


The successful candidate will be expected to:
  • Have excellent interpersonal, organizational, communication (verbal and written) and customer service skills.
  • Be able to manage multiple tasks independently in a fast-paced environment.
  • Have a collaborative mindset and the ability to work well as a team member and independently with minimal supervision.
  • Consistently demonstrate a strong attention to detail.
  • Display critical and proactive thinking skills.
  • Meet competing deadlines and apply problem solving techniques to resolve complex situations when needed.


MINIMUM REQUIREMENTS

Education: High School Diploma

Experience: Six years of experience. Bachelor's degree may substitute for experience.

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.

This position will not sponsor applicants for work visas. This is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $21.50 - $26.50/hour, commensurate with education and experience. This is a NON-EXEMPT level, benefited position. For more information on the benefits at UVA, visit https://hr.virginia.edu/benefits .

This position will remain open until filled. 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.

TO APPLY

Please apply through Workday , and search for R0042563. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:
  • CV or Resume
  • 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 during the final phase of the interview process.

For questions about the position, please contact Tonya R. Fredericks, trf4g@uvahealth.org . Questions relating to the application process should be directed to Jeremy Brofft, Senior Recruiting Specialist, xmf9ad@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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