Administrative Assistant, Pediatric Gastroenterology

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 42,000 - 55,000; Full time

Job summary

The University of Virginia's Department of Pediatrics seeks an Administrative Assistant to support the Division of Gastroenterology with clerical and administrative tasks. This on-site role involves managing complex calendars, coordinating travel, and serving as liaison with faculty and staff.

Ideal candidates will have strong proficiency in Microsoft Office and prior administrative experience is preferred.

Qualifications

• Education: High School Diploma.
• Experience: No experience required for administrative assistant; one-year for intermediate; three-year for senior.

Responsibilities

• Serve as the division's primary administrator for QGenda, managing faculty schedules.
• Build, maintain, and update schedules per guidelines and requirements.
• Coordinate schedule changes and provider availability with accuracy and compliance.
• Serve as primary point of contact for scheduling questions.
• Generate schedule reports and support optimization of scheduling.
• Collaborate with leadership and staff to ensure effective scheduling and continuity.

Education

High School Diploma

Tools

Microsoft Office Suite

Outlook

Excel

Word

PowerPoint

Job description

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks applicants for an Administrative Assistant to perform clerical and administrative work for the Division of Gastroenterology. Administrative Assistants perform work of a clerical nature, providing office support under direct supervision. Work is typically repetitive and follows consistent practice and established procedures.

Administrative Assistants consult with supervisors for most decisions outside of standard operating procedures. The successful candidate will join a department that employs outstanding people and is progressive in its initiatives to develop and support its staff, making it a great place to work. This position will join a supportive, learning-oriented team.

This position is an on-site, Monday-Friday role.

The UVA Department of Pediatrics and UVA Health Children's share a common goal to enhance the health and well-being of children and families through collaborative medical care, education of professionals dedicated to pediatric healthcare, breakthrough research that improves lives, leadership, and community service. For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics.

Responsibilities

Faculty Scheduling and QGenda Administration

• Serve as the division's primary administrator for QGenda, managing faculty clinical, call, and other divisional schedules.
• Build, maintain, and update schedules in accordance with divisional guidelines, faculty preferences, and operational requirements.
• Coordinate schedule changes, coverage requests, and provider availability while ensuring accuracy and compliance with departmental procedures.
• Serve as the primary point of contact for faculty regarding scheduling questions and issues.
• Generate schedule reports, maintain scheduling records, and support ongoing schedule optimization efforts.
• Collaborate with departmental leadership, faculty, and other administrative professionals to ensure effective scheduling practices and continuity of operations.
• Collaborate with Medical Center Ambulatory Access regarding all faculty schedule changes to ensure the EMR accurately reflects Q-Genda and Outlook calendars.

Administrative and Faculty Support

• Provide administrative support to faculty members, divisional leadership, and staff.
• Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.
• Serve as a liaison between faculty, staff, departmental offices, and external stakeholders.
• Respond to faculty inquiries and facilitate communication with departmental and institutional contacts.

Faculty Recruitment, Onboarding, and Faculty Affairs

• Coordinate faculty recruitment activities, including interview scheduling, candidate itineraries, and recruitment logistics.
• Manage faculty onboarding and offboarding processes, ensuring timely completion of required documentation, access requests, training requirements, and departmental orientation activities.
• Coordinate faculty credentialing and recredentialing activities.
• Prepare and maintain faculty and divisional documents, including curriculum vitae, licensure documentation, credentialing materials, reappointment packages, presentations, and correspondence.
• Draft, edit, and maintain confidential reports, forms, and other administrative documents.

Financial Administration

• Process expense reports, reimbursements, and other financial transactions in accordance with University policies.
• Monitor faculty allotments and provide account management support.
• Maintain financial records and prepare reports as needed.

Office Operations and Event Coordination

• Coordinate meetings, conferences, recruitment activities, and special events.
• Arrange event logistics, including scheduling, catering, venue reservations, travel arrangements, and preparation of materials.
• Assist with office space requests, office moves, and other operational needs.
• Maintain office supplies, equipment, and workspace resources and coordinate maintenance needs as appropriate.
• Support divisional and departmental projects and initiatives as assigned.

Compliance and Continuous Improvement

• Ensure compliance with University, School of Medicine, and departmental policies and procedures.
• Maintain knowledge of relevant systems, regulations, and best practices through ongoing professional development.
• Identify opportunities to improve workflows, enhance efficiency, and support cost‑saving initiatives.

This position may provide administrative support across multiple functional areas within the department and perform additional duties as assigned based on divisional and departmental needs.

Minimum Qualifications

Education: High School Diploma

Experience: No experience required for administrative assistant, one‑year relevant experience required for intermediate administrative assistant, three‑year relevant experience for senior administrative assistant.

Preferred Qualifications

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Prior administrative experience is preferred.

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.

Hiring Range

$42,000 - $55,000, commensurate with experience.

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.

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 R0085363. 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 theUVA 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, [e-mail].

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.