Intermediate or Senior Administrative Assistant in Neurology

The Department of Neurology at the University of Virginia (UVA) School of Medicine is seeking a motivated, enthusiastic team-player to complement our administrative team.  This position provides direct support to department faculty, and requires a high level of organization, prioritization, and management of multiple assignments simultaneously. The primary responsibilities of this position are to provide administrative, operational, logistical, and fiscal support to department faculty.  The selected candidate will be an integral part of our administrative team. Selection as an Intermediate or Senior Administrative Assistant will be commensurate on education and experience. The ability to maintain strict confidentiality while providing advanced administrative support is essential for this role.

The primary responsibilities of this position include, but are not limited to, advanced administrative support for department faculty, general administrative support for the department, and cross-coverage for other administrative support professionals as needed. This position will assume a breadth of responsibilities across multiple functions.

This position is ideal for someone who likes variety. Additional duties include completing special projects as assigned. The preferred candidate will have the ability to transition easily between working independently and collaborating as part of a team.

The successful candidate will be expected to:

• Use good judgment daily in decision-making and prioritizing duties including scheduling meetings, updating CVs, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc.  Handling crises or urgent matters appropriately.  
• Prepare confidential correspondence to internal and external stakeholders, as appropriate.
• Manage calendars, including coordination with internal and external parties and ongoing dialogue with faculty members to ensure needs are met.
• Serve as a liaison with internal and external entities to provide timely responses and problem resolution.
• Organizes and triages phone calls appropriately.  Takes accurate and complete messages that include relevant information to allow direct and efficient responses.
• Facilitate properly formatted and up-to-date curricula vitae. 
• Transcribe and edit dictated correspondence. Maintain an organized filing system.
• Coordinate all aspects for travel to include paperwork for pre-travel approvals and post-travel reimbursement.
• Facilitate resolution of all information technology issues.
• Assist with tracking projects, tasks, and documents to ensure accurate completion of projects. Organizes and expedites work flow of special projects, and initiates follow-up action appropriately.
• Maintains knowledge of Departmental, School, and University administrative policies and procedures.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirements:

Intermediate Administrative Coordinator:

Education: High School Diploma

Experience: At least one year of relevant experience.

Senior Administrative Assistant:

Education: High School Diploma. Bachelor’s degree may substitute for experience.

Experience: Four years of relevant experience. Bachelor’s degree may substitute for years of experience.

Preferred Qualifications:

• Represent department faculty and effectively communicate with faculty, staff and external constituents in a professional, confidential manner. 
• Possess excellent interpersonal, organization, analytical and customer service skills (written and oral).
• Demonstrate meticulous attention to detail.
• Be able to follow instruction and demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret faculty members’ and patient’s needs and respond accordingly.
• Create, compose and edit written materials, maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem solving techniques to analyze and resolve complex situations.
• Manage multiple tasks in a fast-paced, demanding and complex environment. 
• Work well as a team member, as well as independently with minimal supervision.

If you have specific questions regarding the position, please contact Pam Buck at pb6f@virginia.edu.

The position is located in Charlottesville, VA. This position will remain open until filled.  This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a Non-Exempt level, benefited position. This position will not sponsor applicants for work visas. The U