Senior Administrative Coordinator/Assistant or Administrative Generalist

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 as a Senior Administrative Coordinator/Assistant or Administrative Generalist. This position provides direct support to the department chair and vice chair office, 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 for the department chair and vice chair office. The selected candidate will be an integral part of our administrative team and an essential liaison for department leadership in all aspects of the department's pursuits. Selection as a Senior Administrative Coordinator/Assistant or Administrative Generalist will be commensurate on education and experience. The ability to maintain strict confidentiality while providing advanced administrative support at the highest level is essential for this role.

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 perform the following duties:

• Use good judgment daily in decision-making and prioritizing duties for the chair and vice chair including scheduling meetings, updating CVs, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crises or urgent matters appropriately.
• Prepares confidential correspondence including letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and provide to internal and external stakeholders, as appropriate.
• Manage the Chair's highly complex calendar, serving as the primary point of coordination with internal and external parties and maintaining ongoing dialogue with faculty to ensure needs are met. Oversee scheduling, publicity, and preparation for meetings, and track progress on follow-up items to ensure timely completion.
• 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 and communicates instructions and requests with various individuals and departments on behalf of the chair and vice chair.
• Facilitate properly formatted and up-to-date curricula vitae.
• Transcribes and edits dictated correspondence. Maintains 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.
• Provide project management support by tracking projects, tasks, and documents to ensure timely and accurate completion. Organize and expedite the workflow of special projects, exercising strong time management skills and initiating follow-up actions to keep priorities on schedule.
• Maintains knowledge of Departmental, School, and University administrative policies and procedures.
• In addition to the above job responsibilities, other duties may be assigned.

Essential Knowledge, Skills and Abilities:

• Represent the chair and vice chair offices and effectively communicate with senior leadership, faculty, staff and external constituents in a professional, confidential manner.
• Manage multiple tasks in a fast-paced, demanding and complex environment.
• Possess excellent interpersonal, organization, analytical and customer service skills (written and oral) and 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.
• Work well as a team member, as well as independently with minimal supervision.

Minimum Requirements

Senior Administrative Coordinator:

Education: High School Diploma

Experience: Six years of experience. Bachelor's degree may substitute for 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.

Administrative Generalist:

Education: Bachelor's degree

Experience: At least three years of experience. Relevant experience may be considered in lieu of a degree.

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

• The Senior Administrator/Coordinator roles are non-exempt level, benefited positions. The Admin Generalist role is an Exempt level, benefited position. Learn more about UVA benefits.
• 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.

Application Timeline

Application review will begin on September 22, 2025. Applications received by this date will receive preference.

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 R00XXXXX. 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: Apply through your Workday profile by searching "Find Jobs."

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.

Contact

For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.

For questions about the position, please contact Pam Buck atpb6f@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.