Administrative Generalist

The Rector & Visitors of the University of Virginia; Charlottesville (VA); Hybrid; USD 60,000 - 85,000; Full time

Job summary

The Rector & Visitors of the University of Virginia in Charlottesville, VA invites applications for an Administrative Generalist to support physician leaders, faculty and programs within the Division of Cardiovascular Medicine. The role covers scheduling, recruitment, travel, data reporting and special projects in a complex academic health system.

The position offers hybrid work after a training period, with on-site requirements and collaboration across departments.

Qualifications

• Bachelor’s degree or combination of education and experience required.
• 3+ years of relevant administrative experience required.
• Experience supporting physicians, faculty, or senior professionals is preferred.

Responsibilities

• Manage complex calendars, meetings, agendas, materials, and communications.
• Maintain faculty records and support reviews, recruitment and onboarding.
• Coordinate physician schedules in scheduling platforms and communicate changes.
• Analyze data and prepare quarterly reports on outcomes and quality metrics.
• Support learners and rotations, including schedules, orientation, and evaluations.
• Coordinate travel, reimbursements, purchases and invoices per university rules.
• Support education conferences and division projects, reports, and processes.

Skills

Calendar management

Communication

Problem solving

Education

Bachelor's degree

Tools

QGenda

Workday

Epic

New Innovations

Interfolio

Qualtrics

SharePoint

Microsoft 365

OneDrive

Job description

The Division of Cardiovascular Medicine in the School of Medicine at the University of Virginia is seeking an Administrative Generalist to support physician leaders, faculty and programs. The Division of Cardiovascular Medicine is nationally recognized for excellence in clinical care, research, and teaching. Faculty members provide expert, comprehensive care for all forms of cardiovascular disease through UVA Heart and Vascular Institute.

The position provides advanced administrative and operational support in a complex academic healthcare environment. Primary responsibilities include faculty support, clinical and educational scheduling, faculty research endeavors, recruitment and onboarding, meetings and events, travel and expense administration, data analysis and reporting and special projects. Learn more about the Division of Cardiovascular Medicine at: https://med.virginia.edu/cardiovascular-medicine/about/

Responsibilities Include:

• Manage complex calendars, coordinate meetings, events, agendas, materials, action items, and professional communications.
• Maintain faculty records and support annual reviews, appointment and promotion activities, recruitment, and onboarding.
• Coordinate assigned physician schedules in QGenda or other scheduling platforms and communicate approved schedule changes. Complex schedules include 24/7 clinical operations composed of inpatient, outpatient, procedure labs, and call schedules.
• Data analysis and quarterly reporting of clinical outcomes, effort allocation, quality metrics and clinical projections/reconciliation
• Support medical students, residents, volunteers, observers and other learner rotations, including schedules, access, orientation, and evaluations.
• Coordinate travel and process reimbursements, purchasing requests, and invoices in accordance with university requirements.
• Coordinate Division education conferences ensuring compliance with UVA Health CME office
• Support section projects, reports, events, committees, procedures, website content, and process-improvement activities.

Minimum Requirements

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience: 3+ years of relevant experience required.

Preferred Qualifications

• Experience in academic medicine, healthcare, higher education, or another complex organization, particularly supporting physicians, faculty, or senior professionals.
• Experience with clinical scheduling, medical education, recruitment, onboarding, faculty affairs, project coordination, HIPAA, or systems such as QGenda, Workday, Epic, New Innovations, Interfolio, Qualtrics, or SharePoint.
• Proficiency with Microsoft 365, OneDrive and demonstrated ability to manage competing priorities, communicate effectively, exercise sound judgment, and handle confidential information.

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.

Salary Range

Salary will be commensurate with education and experience.

Exemption Status

This is a non-exempt-level, benefited position. Learn more about UVA benefits.

Work Arrangement

This position is based in Charlottesville, VA. After a training period, the position is eligible for a hybrid schedule of 3 days on Grounds per week, with additional on-site presence as needed, in accordance with UVA's remote work guidelines and based on the needs of the Division of Cardiovascular Medicine.

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 October 26th.

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.

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.

Department Contact

For questions about the position, please contact Amanda Scott at [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.