Administrative Generalist, Dept. of Neurosurgery

The Rector & Visitors of the University of Virginia; Charlottesville (VA); Hybrid; USD 59,000 - 72,000; Full time

Job summary

The Department of Neurosurgery at the University of Virginia School of Medicine seeks an Administrative Generalist to perform a variety of financial and administrative functions in support of clinical, research, and education missions. The role supports faculty, trainees, researchers, and administrators, requiring the ability to manage competing priorities in a fast-paced environment.

Key duties include grant administration, invoicing and travel reimbursements, reports and analytics, scheduling

Qualifications

• Bachelor’s Degree or combination of education and related experience in lieu of a degree required.
• 3+ years of relevant experience required.
• Experience with grant administration or research support activities.
• Experience coordinating recruitment, credentialing, or visa-related processes.
• Experience working with enterprise systems and databases.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Teams, and Word.
• Experience using scheduling systems such as Qgenda or similar platforms.

Responsibilities

• Assist in submitting grant applications and supporting grant administration activities.
• Process invoices, purchase orders, requisitions, and travel reimbursements; review expense reports.
• Prepare reports showing balances, expenditures, and tracking information; support finance team.
• Maintain department scheduling system and support educational conferences.
• Assist with processing visas, observers, and credentialing; support recruitment activities.

Education

Bachelor’s Degree

Tools

Microsoft Office Suite

Excel

Outlook

Teams

Word

Qgenda

Job description

The Department of Neurosurgery, at the University of Virginia School of Medicine, is seeking an Administrative Generalist to perform a variety of financial and administrative functions in support of our expanding clinical, research, and education missions. This is an excellent opportunity for a highly organized professional who enjoys variety, problem solving, and collaborating across clinical, research and academic environments. The successful candidate will play a key role in supporting faculty, trainees, researchers, and administrative leaders within a nationally recognized Department of Neurosurgery. This position provides comprehensive administrative and financial support across multiple departmental functions and requires the ability to manage competing priorities in a fast-paced environment.

Financial Responsibilities Include:

• Assist in submitting grant applications.
• Support grant administration activities, including monitoring funding balances, preparing reports, and facilitating account extensions and closeouts.
• Process invoices, complete purchase orders and requisitions as needed.
• Prepare and process travel reimbursements for department employees.
• Reviewing expense reports.

• Prepare appropriate reports as requested to provide balances, expenditures, tracking information or other summary reports.
• Provide support, as needed, to support the finance team and manager.

Administrative Responsibilities include:

• Support the administration and maintenance of the department's scheduling system. (Qgenda).

• Coordinate logistics and provide administrative support for departmental educational conferences.
• Assist with processing of visas, observers, and other credentialing.
• Support of recruitment activities including development of itineraries and guiding candidates.

• Otherwise assisting the admin team and department administrator.

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 supporting academic medicine, higher education, healthcare, or research environments.
• Experience with grant administration or research support activities.
• Experience with financial reconciliation, purchasing, and expense management.
• Experience coordinating recruitment, credentialing, or visa-related processes.
• Experience working with enterprise systems and databases.
• Proficiency in Microsoft Office Suite, including Excel, Outlook, Teams, and Word.
• Experience using scheduling systems such as Qgenda or similar platforms.

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:

The anticipated hiring salary is $65,000, commensurate with education and experience.

Exemption Status:

This is an 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 is primarily onsite, with the potential for hybrid work arrangement, 1-2 days/week, following successful completion of onboarding and training. Remote days will be based on departmental business needs and supervisor approval.

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.

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.

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.