Administrative assistant-department of pediatrics

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks a highly organized and professional Administrative Assistant to provide administrative support across multiple departmental functions, ensuring the efficient coordination of a variety of operational and administrative activities.

The successful candidate will exercise sound judgment, maintain a high level of professionalism and confidentiality, and effectively manage multiple priorities in a fast-paced academic medical environment. This is an in-person position that requires regular on-site collaboration with faculty, staff, and departmental leadership. Exceptional organizational, communication, and customer service skills are essential, along with the ability to work collaboratively while following established policies and procedures.

The Department of Pediatrics is committed to fostering a collaborative and learning-oriented workplace where employees are encouraged to grow professionally while contributing to the department's missions of patient care, education, research, and service. This position offers the opportunity to work alongside dedicated colleagues in a supportive environment that values teamwork, innovation, accountability, and continuous improvement.

For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics.

Responsibilities in the Division of Genetics Support – Approximately 50%

• Provide ongoing general administrative support to the Division of Genetics: Type memos, correspondence, forms, and technical or confidential reports.
• Expense reimbursements.
• Faculty and APP recruitment and onboarding support.
• Receive and screen incoming calls and mail, answer routine inquiries, and route calls to the appropriate individual.
• Maintain calendars. Schedule and confirm appointments, meetings, and travel arrangements.
• Review and answer standard correspondence.
• Greet and screen visitors and provide customer support, as needed.
• Provide division-level support to various areas within the department, as needed.
• Edit faculty CVs as needed/requested.
• Other routine divisional administrative responsibilities.

Responsibilities related to Departmental Support – Approximately 50%

• Serve as a flexible administrative resource for the Department of Pediatrics. Assignments will be determined by departmental leadership based on current operational needs and may include: Providing temporary coverage to divisions experiencing an Administrative Assistant vacancy, leave of absence, or increased workload.
• Supporting faculty members who hold departmental, School of Medicine, or institutional administrative appointments and require additional assistance.
• Assisting central departmental administration with projects, events, recruitment, onboarding, records management, scheduling, purchasing, or other operational priorities.
• Supporting special projects and time-sensitive initiatives that require additional administrative capacity.
• Learning and supporting the workflows of different divisions or functional areas as assignments change.
• Performing other administrative responsibilities consistent with the position’s job classification and the evolving needs of the department.

Responsibilities may be adjusted over time to align with changing departmental priorities, operational needs, and strategic initiatives. The specific assignments within this portion of the role may rotate among divisions, faculty leaders, and central administrative functions. The employee must be comfortable adapting to changing priorities, learning new processes, and supporting multiple areas of the department. Departmental leadership, in coordination with the employee’s supervisor, will determine assignments and establish priorities when competing needs arise. The 50% allocation represents the anticipated overall distribution of responsibilities and may not reflect a fixed daily or weekly schedule. Work assignments may fluctuate temporarily based on vacancies, deadlines, and other departmental needs. Incumbent will exercise sound judgment, maintain a high level of professionalism and confidentiality, and effectively manage multiple priorities in a fast-paced academic medical environment. This is an in-person position that requires regular on-site collaboration with faculty, staff, and departmental leadership. Exceptional organizational, communication, and customer service skills are essential, along with the ability to work collaboratively while following established policies and procedures.

Minimum Requirements

• Education: High School Graduate or Equivalent.
• Experience: No experience required for administrative assistant and one-year relevant experience required for intermediate administrative assistant.

Preferred Qualifications

• Experience supporting academic administration or higher education administration.
• Experience coordinating committees and executive meetings.
• Experience with event planning and project management.
• Experience preparing executive correspondence and professional documents.
• Knowledge of School of Medicine or academic medical center operations.

Physical Demands

Job requires sitting for prolonged periods, frequently bending/stooping. Proficient communicative, auditory and visual skills; Attention to detail and ability to write legibly; Ability to lift/push/pull less than 20lbs. May be exposed to chemicals, blood/body fluids and infectious disease.

Salary Range

The anticipated hiring range is $42,000-$52,000, 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.

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 after [DATE].

Background Check

Background checks 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 R0087673. Complete an application with the following documents: Resume Cover Letter optional but strongly encouraged 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 Margaret Weeks.

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.