Senior Administrative Coordinator

The Department of Medicine, Division of Pulmonary and Critical Care Medicine at the University of Virginia (UVA) School of Medicine seeks candidates for a Senior Administrative Coordinator to work collaboratively as part of an administrative team. The successful candidate will be expected to provide a high level of administrative support to include clinical support, QGenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence, and special projects as assigned.

The successful candidate will be expected to perform the following job duties:

• Manage complex calendars, including coordination with multiple internal and external parties and ongoing dialogue with faculty members to ensure their preferences and needs are met.
• Schedule, publicize, and assist with preparation related to meetings, including agendas and meeting minutes.
• Track progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
• Work as a liaison with internal and external agencies providing timely response and problem resolution.
• Coordinate assigned events, including reservation of location and catering.
• Maintain all career-related documents for assigned faculty, including presentations, licensures, certifications, and continuing medical education verifications.
• Facilitate properly formatted and up-to-date curricula vitae for assigned faculty.
• Book and confirm all accommodation and transportation arrangements for faculty travel to include paperwork for pre-travel approvals and post-travel reimbursement.
• Facilitate resolution of all information technology issues.
• Serve as primary designee and administrator of Division specific QGenda schedules, including approval of vacation requests and scheduling changes.
• Assist with the planning and implementing of significant projects assigned by faculty, Division Administrator, or Unit Administrator.
• Process purchases and expenses for designated faculty, proactively communicating with faculty on sources and uses of funds.
• Monitor fund balances to ensure adherence to budgets, report on expenditures and projections.
• Assist with tracking projects, tasks, and documents to ensure accurate completion of projects.
• Assist with the coordination of data for internal and external reports in the Division.

• Resume
• Cover Letter is optional but strongly suggested