Administrative Assistant, The Department of Pediatrics

Commonwealth of VA Careers; Charlottesville (VA); On-site; USD 42,000 - 55,000; Full time

Job summary

University of Virginia seeks an Administrative Assistant for the Department of Pediatrics to support the Vice Chair for Research and the Children’s Health Research Center (CHRC). This onsite role requires strong organization, confidentiality, and multitasking in a fast-paced academic medical environment.

The successful candidate will manage calendars, screen calls, and coordinate travel, as well as assist with onboarding, event coordination, and maintenance of research websites.

Qualifications

• Detail-oriented and able to multitask in a fast-paced academic setting.
• Excellent communication and customer service skills are essential.
• Professional conduct and confidentiality are required in dealing with faculty and staff.

Responsibilities

• Provide administrative support to ensure efficient operation of the CHRC offices and labs.
• Type memos, correspondence, forms, and confidential reports.
• Manage and update research-related websites for the Department, including CHRC and internally facing resources.
• Receive and screen calls and mail; route inquiries to appropriate individuals.
• Maintain calendars; schedule meetings and travel arrangements.
• Procurement for CHRC and P-card responsibilities; order supplies.
• Assist with onboarding of research faculty and lab personnel; tour facilities.
• Greet visitors and provide customer support; edit faculty CVs as needed.

Skills

Detail-oriented

Excellent communication

Multitasking

Confidentiality

Customer service

Professionalism

Collaboration

Education

High School Diploma

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 Vice Chair for Research and in the Children’s Health Research Center (CHRC).

This position is onsite Monday through Friday, and is not available for remote work. 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 position requires regular onsite 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, inclusive, 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.

The Administrative Assistant will report to the Vice Chair for Research and be an integral part in supporting research at the Departmental level.

The successful candidate will be expected to:

• Provide administrative support to ensure efficient operation of the CHRC offices and labs.
• Be a detail-oriented individual with excellent communication skills and the ability to multitask effectively.
• Maintain professional conduct both virtually and in person.
• Type memos, correspondence, forms, and technical or confidential reports.
• Manage and update research-related websites for the Department, including the CHRC website and the internally facing Pediatrics research resource website.
• 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.
• Procurement for CHRC and P-card responsibilities. Order office/lab supplies as needed.
• Become familiarized with locations and specifics of all Pediatric laboratories in the CHRC.
• Maintain training logs, learn how to use certain equipment, and point people to the location of said equipment.
• Event Coordination such as, but not limited to: Houston Lecture, Research Day, Seminar Series, philanthropy and outreach events, and research faculty interviews.
• Space management and office set up for new faculty.
• Assist with onboarding of research faculty and lab personnel, including touring facilities and showcasing the locations of shared resources in the CHRC.
• Greet and screen visitors and provide customer support, as needed.
• Edit faculty CVs as needed/requested.
• This position may require walking extended distances to support event setup and other job responsibilities.
• All other duties as assigned.
• In addition to the above job responsibilities, other duties may be assigned.
• This position’s divisional support and duties may change as needed.
• Perform other duties as assigned to support departmental operations and evolving organizational priorities.
• Collaborate with colleagues to provide cross-functional support and ensure continuity of operations as departmental needs evolve.
• Responsibilities may be adjusted over time to align with changing departmental priorities, operational needs, and strategic initiatives.
• While primary responsibilities are defined, this position is expected to demonstrate flexibility by assisting with additional projects and operational needs as assigned.

Minimum Requirements

Education: High School Graduate or Equivalent

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

• 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-$55,000, 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.

Department Contact

For questions about the position, please contact Casey Robinson @[e-mail]

Equal Opportunity and Diversity

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.