Executive Assistant

The University of Virginia is seeking an Executive Assistant to support the Office of the Senior Associate Dean (SAD) for Faculty Affairs and Faculty Development at the University of Virginia School of Medicine (SOM) onsite with efficient, effective, and accurate administrative support in a professional, friendly, and courteous manner. The incumbent will be an integral part of a highly valued team and work closely with the Office of Faculty Affairs and Faculty Development and in partnership with the broader SOM Dean’s Office, Departments and Centers within the SOM. The incumbent’s administrative duties are diversified and confidential. The duties require broad and comprehensive competencies and acquired knowledge of organizational policies and practices.

Position responsibilities include:

• Effectively managing the Senior Associate Dean’s calendar, scheduling meetings, manage verbal and written communication, and overseeing the coordination of group meetings.
• Assist in coordination of leadership and faculty recruiting efforts for the Dean and Senior Associate Dean.
• Act as a liaison with the SoM leadership, assisting in relationship building with various constituents and leadership offices.
• Develop, coordinate and manage day-to-day projects for the Senior Associate Dean.
• Provide specialized administrative support at the direction of the Senior Associate Dean for the UVA School of Medicine faculty affairs and faculty development programs.
• Perform a variety of administrative duties that require a detailed understanding of organizational operations, policies, procedures and structures.
• Effectively track projects and monitor the progress of action items, and strategies that emanate from the SAD and SOM. Ensure that appropriate follow-up actions are taken and initiate subsequent follow-up meetings and communication for key stakeholders as deemed necessary or as directed.
• Develop memos, communiques, and correspondence. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive's office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.).
• Systematically maintain records in an organized fashion to support the Senior Associate Dean for Faculty Affairs and Faculty Development.
• Collect and process required materials and data for completion of rank and tenure review for all newly hired School of Medicine faculty.
• Execute and track the process for new nominations and renewals of endowed professorships for School of Medicine faculty.
• Process, review and monitor emeritus faculty nominations for eligible School of Medicine faculty.
• Manage the nomination and election process for School of Medicine Faculty Senators.
• Manage the collection and review of faculty annual evaluations for the School of Medicine.
• Collate and edit final promotion and tenure nominations for School of Medicine faculty prior to submitting for approval.
• In addition to the above job responsibilities, other duties may be assigned.

MINIMUM REQUIREMENTS
Education: Bachelor's Degree or related experience in lieu of a degree.
Experience: At least three years of experience supporting a senior executive.

Preferred Qualifications:

• Ability to work independently and as part of a diverse team in a collaborative setting
• Highly organized, and demonstrate strong attention to detail
• Ability to communicate effectively, both verbally and in writing
• Ability to handle confidential materials with discretion.
• Able to effectively leverage Microsoft Office 365 to expedite communication and processes

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.

Anticipated Hiring Range: $28 - $35/hour, commensurate with education and experience. For more information on the benefits at UVA, visit https://hr.virginia.edu/benefits.

This position will remain open until filled. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment. 

TO APPLY
Please apply through Workday, and search for R0054566. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

• CV or Resume
• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications