Senior Administrative Coordinator, Division of Pulmonary and Critical Care Medicine UVA

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.

For more information about the Division of Pulmonary and Critical Care Medicine, visit our website: https://med.virginia.edu/pulmonary/

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.
• In collaboration with the Administrative Generalist, liaison with QGenda, Inc. to facilitate modifications to the QGenda Database architecture.
• Assist with the planning and implementing of significant projects assigned by faculty, Division Administrator, or Administrative Generalist.
• 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.
• In addition to the above job responsibilities, other duties may be assigned.
  

Physical demands: This is primarily a sedentary job involving extensive use of desktop computers.

Qualified candidates must have:

Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Required knowledge, skills and abilities:

• Outstanding interpersonal, verbal, and written communication skills.
  
• Strong oral and written communication skills.
  
• Strong problem-solving skills.
  
• Proficiency in maintaining professional calendars with frequent changes
  
• Ability to provide excellent customer service to a diverse group of physicians and staff.
  
• Adept at prioritizing tasks due to competing demands.
  
• Organizational and time management skills.
  
• Excellent decision-making abilities based on competing and complex information from multiple sources.
  
• Ability to work with tact on complex, sensitive, and confidential issues.
  

Required computer application knowledge
Microsoft Office (Word, Excel, PowerPoint, and Outlook) and Zoom.

Preferred computer application knowledge:
Workday, Qualtrix, WebEx, and Qgenda

This position is located in Charlottesville, VA. The opportunity to work remotely up to three days a week will be considered. The anticipated start date is October 10, 2022. This position is a restricted position and is dependent upon project need, availability of funding and performance. Hiring range: commensurate with education and experience. This is a full-time, non-exempt, benefited position. For more information on the benefits at UVA, visit www.hr.virginia.edu/benefits .

This position will remain open until filled. This position will not sponsor applicants for work visas.

The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen and are required for this position prior to employment.

TO APPLY:
EXTERNAL APPLICANTS: please apply through Workday at the following URL, https://uva.wd1.myworkdayjobs.com/UVAJobs , and search for requisition # R0040039.

INTERNAL UVA APPLICANTS: please apply through your Workday Home page, search “Find Jobs”, and search for requisition # R0040039.

Complete an application online with the following documents:

• CV/Resume

• Cover letter

Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, address).

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, Recruiting Specialist, 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.