Administrative Assistant-Department of Pediatrics

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 42,000 - 52,000; Full time

Job summary

The Rector & Visitors of the University of Virginia in Charlottesville, VA is seeking an Administrative Assistant to provide organized, confidential support across the Department of Pediatrics. This in-person role requires professionalism, strong communication, and the ability to juggle multiple priorities in a fast-paced academic medical environment.

Key duties include scheduling, correspondence handling, onboarding support for faculty, and flexible division-wide assistance, with about 50%

Qualifications

• Education: High School Graduate or Equivalent.
• No experience required for entry-level Administrative Assistant; one-year relevant experience preferred for advanced roles.
• Strong organizational and communication skills required.

Responsibilities

• Provide administrative support to the Division of Genetics and other departmental offices.
• Manage calendars, coordinate meetings, and arrange travel as needed.
• Screen calls and mail, greet visitors, and maintain confidential records.
• Support recruitment onboarding and document handling for faculty and staff.

Skills

Organizational skills

Confidentiality

Customer service

Communication

Education

High School Diploma or Equivalent

Tools

Microsoft Office

Calendar management

Job description

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. * In addition to the above job responsibilities, other duties may be assigned.

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 checkswill 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.

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.