Hybrid Academic Administrative Coordinator

The University of Virginia seeks Intermediate Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Intermediate Administrative Assistant will provide administrative support for a group of clinical and research faculty and perform calendar management, website maintenance, meeting minutes, assistance with PowerPoint slides, management of grant/manuscript references in Ref Manager or End Note, facilitation of professional development reimbursement for faculty, and other clerical duties as assigned.

The chosen candidate will work independently and make decisions based on standard operating procedures and policies, or per the guidance of leadership. The role reports to the Administrative Team Leader.

• Provide advanced administrative coordination to support office operations and special projects.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• Maintain website and update faculty CVs.
• Assist with scholarly reference management and grant support.
• Compile data for preparation and editing for senior leaders.
• Review and answer correspondence, screen callers and visitors, and handle confidential matters.
• Manage electronic files and produce/edit reports and documents.
• Serve as the point of contact for facility, equipment, or service calls.
• Organize meetings and materials for special events.
• Schedule and coordinate meetings, educational events, and travel; monitor calendars to bring pertinent items and dates to medical professionals.

• High School Graduate or Equivalent.
• No experience required.

• One or more years of relevant experience; administrative experience in academia preferred.
• Strong computer skills and proficiency in MS Office (Publisher, Word, Outlook, Excel) preferred.
• Excellent written and verbal communication skills.
• Attention to detail with strong organizational skills and the ability to manage multiple tasks in a busy environment.

This is primarily a sedentary job involving extensive use of desktop computers. The position occasionally requires traveling some distance to attend meetings and conferences.

$40,000 - $50,000, commensurate with education and experience.

• This is a non-exempt-level, benefited position.
• This position is based in Charlottesville, Virginia, and eligible for a hybrid work schedule following completion of required in-person training and with supervisor approval. Additional on-site presence may be required as needed, in accordance with the University of Virginia’s remote work guidelines.

• Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.