Executive Assistant

The Department of Physical Medicine & Rehabilitation (PM&R) at the University of Virginia (UVA) School of Medicine seeks applications for an Executive Assistant to join their administrative team to support the Department Chair of PM&R. Senior Administrative Assistants work under the general direction of a supervisor, and 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.

They may have latitude to set procedures to accomplish work tasks, establish office procedures, and ensure implementation. Senior Administrative Assistants may lead, train, and serve as subject matter experts to other administrative support staff.

The successful candidate will be responsible for providing high-quality administrative assistance for the Chair and Department's leadership team in all aspects including prioritizing complex issues, maintaining strict confidentiality, and performing advanced administrative, office, and clinical support duties at the highest level.

Duties specific to this job include:

• Direct administrative support to the Chair of the department of Physical Medicine & Rehabilitation. This requires advanced knowledge of the department, increased discretionary ability, and a high level of organizational skills.

• Telephone Calls:

  • Answer and direct telephone calls in an efficient and professional manner.

  • Take accurate and complete messages that include relevant information to allow direct and efficient responses and communicate instructions and requests with various individuals and departments on behalf of the Chair and leadership team.

• Outlook Calendars / Schedules:

  • Organize and schedule meetings and appointments. Maintain proficiency in Outlook.

  • Serve as a liaison between departments, faculty, and the School of Medicine.

  • Establish new meetings based on provided details. Cancel or reschedule meetings when requested. Maintain detailed and accurate calendar for Department Chair, including prioritizing requests for appointments, screening calls, arranging conference calls, creating and disseminating agendas, ordering catering and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.

• Documentation Management:

  • Prepare documents needed for division, including meeting agendas, interview schedules, reappointment packages, credentialing documentation such as BLS and PALS, medical Licensure, CV revisions and upkeep, presentations, etc. Maintain proficiency in Word and PowerPoint, as needed.

  • Act as a resource to faculty and Administrative Manager in preparing Promotion and Tenure applications. Handle the timely submission of appropriate materials.

  • Produce and distribute correspondence, including memos, forms, letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and send to internal and external stakeholders.

  • Maintain a comprehensive filing system for faculty records.

• Facilitate Faculty questions with Departmental and external contacts consistent with value-based Org chart.

• Office Management:

  • Oversee office supplies and equipment, ensuring they are well-stocked and maintained.

  • Coordinate office maintenance and repairs.

• Event Planning:

  • Organize and coordinate meetings, conferences, and other events.

  • Arrange logistics such as catering, venue-booking, and materials preparation for department events such as annual holiday party, welcome party, luncheons, etc.

  • Undertake special projects as assigned by faculty and senior management.

• Manage expenditures for Chair, to include making travel arrangements and processing reimbursements, purchase orders, and…