Administrative Assistant- Dermatology

Administrative Assistant- Dermatology

UVA Dermatology provides an environment where expertise and passions thrive, utilizing our extraordinary team of dermatology physicians, trainees, nurses and staff to advance patient care within UVA Health. With excellence in physician leadership, research, education and innovations, we strive to improve perioperative outcomes, establish unparalleled practices in patient care, and advance the field of dermatology globally. The Administrative Support Staff provides comprehensive administrative and financial support to faculty members. This position serves as a key resource for coordinating day-to-day administrative operations, processing financial transactions and reimbursements, and ensuring compliance with institutional policies and procedures. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

Responsibilities include:

• Provide comprehensive administrative support to the Department Chair and faculty, including managing complex and high-priority calendars, coordinating meetings with internal and external stakeholders, and arranging domestic and international travel logistics.
• Develop communications, briefing materials, reports, and presentations on behalf of departmental leadership.
• Compose, edit, proofread, and format confidential correspondence, reports, manuscripts, presentations, letters of support, memoranda, and other professional documents.
• Track and monitor the progress of projects, action items, and strategic initiatives, ensuring timely follow-up and effective communication with stakeholders.
• Organize and coordinate department-wide meetings, committee meetings, and events, including preparing agendas, distributing materials, and recording and distributing meeting minutes.
• Coordinate special projects related to research initiatives, academic programs, and operational or data-driven reports.
• Assist the Department Administrator with visa applications and related documentation for international postdoctoral fellows and scientists.
• Coordinate conference registrations, travel arrangements, and event logistics for faculty and staff.
• Support course-related administrative tasks, including coordinating and distributing course materials.
• Maintain organized electronic and physical filing systems to ensure efficient record management and accessibility.

General Office & Operational Support

• Respond to inquiries from faculty, staff, and external partners in a professional and timely manner.
• Manage office supplies and coordinate with vendors to ensure smooth operations.
• Recommend and implement office systems, tools, and procedures to improve efficiency and meet evolving departmental needs.
• Handle highly confidential and sensitive information with discretion and brief leadership on requests, concerns, or emerging issues.
• Ensure compliance with institutional policies, procedures, and confidentiality standards.

Minimum Requirements Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required. Experience: 3+ years of relevant experience required.

Preferred Qualifications

• Exceptional organizational, communication, and interpersonal skills
• Proficiency in Microsoft Office Suite, including Excel, PowerPoint, EPIC and comfort with learning new systems.
• Ability to manage multiple priorities with attention to detail and discretion.
• Strong attention to detail and ability to manage multiple priorities.
• Excellent written and verbal communication skills

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. Salary Range: $55,000 - $65,000, salary will be commensurate with education and experience. Exemption Status: This is a non-exempt-level, benefited position. Learn more about UVA benefits. Funding Details: This is a restricted position, which is dependent on funding and is contingent upon funding availability. Work Arrangement: This position is based in Charlottesville, VA, and must be performed fully on-site. It is an office-based environment with regular interaction with faculty and staff. There are occasional extended hours during peak academic periods.

About UVA and the Community: To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA. Application Timeline: This position will remain open until filled. Background Check: Background checks and health screenings will be conducted on all new hires prior to employment. Visa Sponsorship: 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 R0082717. Complete an application with the following documents:

• Resume
• Cover Letter

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: Search and apply for jobs on the UVA Internal Careers website. Reference Check Process: 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. Recruiter Contact: For questions about the application process, please contact Karon Harrington at View email address on click.appcast.io. 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.