Administrative Assistant, Department of Pediatrics

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. This position offers the opportunity to work alongside dedicated colleagues in a supportive environment that values teamwork, innovation, accountability, and continuous improvement.

For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics.

Responsibilities:

Executive Administrative Support

Provide administrative support to the Department Chair and departmental leadership by:

• 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. This requires organization and project management.
• 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.
• Responsibilities may be adjusted over time to align with changing departmental priorities, operational needs, and strategic initiatives.
• While primary responsibilities are defined, this position is expected to demonstrate flexibility by assisting with additional projects and operational needs as assigned.
• The Department values teamwork and collaboration. Employees are expected to provide cross-coverage and support colleagues as needed to ensure the successful operation of the department. Although role responsibilities are defined, duties may shift over time in response to changing priorities, organizational needs, and business requirements.

Minimum Qualifications

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.

Preferred Qualifications

• Experience supporting faculty affairs, academic administration, or higher education administration.
• Experience coordinating committees and executive meetings.
• Experience with event planning and project management.
• Familiarity with promotion and tenure processes.
• Experience preparing executive correspondence and professional documents.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Knowledge of School of Medicine or academic medical center operations.

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.

Hiring Range: $42,000 - $55,000, commensurate with experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

The position will remain open until filled.

Additional Requirements

• 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.

How to Apply

Please apply online, by searching for requisition number R0085125. Complete an application with the following documents:

• Resume
• Cover Letter - should include your interest in the position and how your relevant experience pertains to this position.

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants may search and apply for jobs on theUVA Internal Careers website.

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.

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.