Administrative Assistant, Department of Pediatrics

Administrative Assistant, Department of Pediatrics

The Department of Pediatrics at the University of Virginia's (UVA) School of Medicine seeks applicants for an Administrative Assistant (varying levels) to perform clerical and administrative work. Administrative Assistants perform work of a clerical nature, providing office support under direct supervision. The work follows consistent practice and established procedure. They consult with supervisors for most decisions outside of standard operating procedures.

Responsibilities include:

• Working alongside inpatient team that consists of Residents, Medical Students and attending Physicians on clinical hospital pediatric unit
• Assisting inpatient team with communication with referring hospitals and primary care offices
• Typing memos, correspondence, forms, and technical or confidential reports
• Receiving and screening incoming calls and mail, answering routine inquiries, and routing calls to appropriate individual
• Maintaining calendars. Scheduling and confirming appointments, meetings, and travel arrangements
• Reviewing and answering standard correspondence
• Providing general, clerical coordination to support office operations
• Assisting with arranging business travel, scheduling meetings, and supporting agenda management and expense tracking
• Reviewing and answering correspondence, as well as screening callers and visitors, which may include confidential matters
• Maintaining electronic files and producing reports
• Providing administrative support for special projects
• Knowledge of QGenda Scheduling Software is desired, but not necessary. Excel, Word, and Power Point. Knowledge of, or willingness to learn Visio
• In addition to the above job responsibilities, other duties may be assigned

Minimum Qualifications:

• The Pediatric Department will be hiring at an Administrative Assistant or Intermediate Administrative Assistant level; however, may consider a Senior Administrative Assistant.
• Administrative Assistant: Education: High School Diploma or equivalent required. Experience: No experience required.
• Intermediate Administrative Assistant: Education: High School Graduate or equivalent required. Experience: 1 + year of relevant experience required.
• Senior Administrative Assistant Education: High School Graduate or equivalent required. Experience: 3+ years relevant experience required.

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.

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.

About UVA and the Community: 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 R0080410. 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 the UVA 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, View email address on click.appcast.io.

Job Profile J1027 - Administrative Operations, O2 Career Stream and Level Operations and Service-O2 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.