Administrative Assistant, Department of Pediatrics

Overview

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks a highly organized and professional Administrative Assistant to provide administrative support across multiple departmental functions. This position serves as an integral member of the department’s administrative team, supporting executive leadership, faculty affairs, and faculty recognition initiatives while ensuring the efficient coordination of a variety of operational and administrative activities.

The successful candidate will exercise sound judgment, maintain a high level of professionalism and confidentiality, and effectively manage multiple priorities in a fast‑paced academic medical environment. This is an in‑person position that requires regular on‑site collaboration with faculty, staff, and departmental leadership.

Exceptional organizational, communication, and customer service skills are essential, along with the ability to work collaboratively while following established policies and procedures.

The Department of Pediatrics is committed to fostering a collaborative and learning‑oriented workplace where employees are encouraged to grow professionally while contributing to the department’s missions of patient care, education, research, and service.

Executive Administrative Support

• Drafting executive correspondence, letters, and other written communications on behalf of departmental leadership.
• Preparing presentations, reports, briefing materials, and meeting packets for executive leadership.
• Coordinating executive communications and assisting with special administrative initiatives and departmental priorities.
• Providing administrative support for scheduling, meeting coordination, and calendar management as assigned.
• Serving as the primary backup to the Executive Assistant to the Department Chair, ensuring continuity of executive office operations.
• Coordinating executive meetings, including scheduling, agenda preparation, meeting logistics, and follow‑up.
• Planning and coordinating departmental events, leadership meetings, and special programs.
• Providing cross‑coverage and administrative support for the Chair’s Office as needed.
• Demonstrating professionalism, collaboration, and exceptional customer service while serving as a role model for administrative staff throughout the Department.
• Fostering a culture of excellence by modeling organizational effectiveness, responsiveness, accountability, and a commitment to high‑quality administrative support.

Faculty Affairs Administration

• Independently coordinate all departmental Promotion and Tenure (P & T) activities for faculty across tenure‑eligible and tenure‑ineligible tracks.
• Maintain and execute monthly promotion timelines and monitor eligibility windows for faculty.
• Guide faculty through the promotion process by providing individualized administrative support.
• Coordinate collection, organization, and submission of promotion materials in accordance with strict and inflexible timelines.
• Ensure compliance with School of Medicine policies, procedures, and deadlines.
• Maintain confidential promotion documentation and committee records.
• Serve as the departmental liaison with the School of Medicine Faculty Affairs Office.

Faculty Recognition and Awards

• Coordinate departmental and external faculty award nomination processes.
• Monitor award opportunities and submission deadlines.
• Draft, edit, and assemble nomination packets for internal and external awards and supporting documentation.
• Coordinate departmental awards programs and recognition activities.
• Prepare certificates and recognition materials.

All other duties as assigned

• Perform other duties as assigned to support departmental operations and evolving organizational priorities.
• Collaborate with colleagues to provide cross‑functional support and ensure continuity of operations as departmental needs evolve.

Education:

High School Diploma

Experience:

No experience required for administrative assistant, one‑year relevant experience required for intermediate administrative assistant, three‑year relevant experience for senior administrative assistant.

• Experience…