Executive Assistant

University of Virginia; Charlottesville (VA); Hybrid; USD 65,000 - 75,000; Full time

Job summary

The University of Virginia's Department of Physical Medicine & Rehabilitation (PM&R) seeks an Executive Assistant to support the Department Chair. The role requires independent work, strong organization, and professional communication to manage calendars, meetings, and confidential documentation.

Based in Charlottesville, VA, this on-site position offers priority for in-person collaboration, with occasional work-from-home per leadership guidance.

Qualifications

• Bachelor's Degree or combination of education and related experience required.
• 3+ years of relevant experience required.
• Proficient in Microsoft Office and EPIC scheduling preferred.

Responsibilities

• Direct administrative support to the Chair of the PM&R department with advanced organizational skills.
• Manage calendars, meetings, and agendas; coordinate communications with faculty and leadership.
• Prepare division documents, credentialing materials, and promotion/tenure packets as needed.
• Oversee office operations, scheduling, travel arrangements, reimbursements, and onboarding/offboarding tasks.
• Coordinate events and manage supplies, equipment, and facility maintenance.

Skills

Organizational skills

Independence

Education

Bachelor's Degree

Experience-based equivalency

Tools

Microsoft Office

EPIC scheduling

Job description

The Department of Physical Medicine & Rehabilitation (PM&R) at the University of Virginia (UVA) School of Medicine seeks applications for an Executive Assistant to join their administrative team to support the Department Chair of PM&R. Senior Administrative Assistants work under the general direction of a supervisor, and have a demonstrated capacity to work independently, as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership. They may have latitude to set procedures to accomplish work tasks, establish office procedures, and ensure implementation. Senior Administrative Assistants may lead, train, and serve as subject matter experts to other administrative support staff.

Duties Specific To This Job Include

• Direct administrative support to the Chair of the department of Physical Medicine & Rehabilitation. This requires advanced knowledge of the department, increased discretionary ability, and a high level of organizational skills.
• Telephone Calls:
  • Answer and direct telephone calls in an efficient and professional manner.
  • Take accurate and complete messages that include relevant information to allow direct and efficient responses and communicate instructions and requests with various individuals and departments on behalf of the Chair and leadership team.
• Outlook Calendars / Schedules:
  • Organize and schedule meetings and appointments. Maintain proficiency in Outlook.
  • Serve as a liaison between departments, faculty, and the School of Medicine.
  • Establish new meetings based on provided details. Cancel or reschedule meetings when requested. Maintain detailed and accurate calendar for Department Chair, including prioritizing requests for appointments, screening calls, arranging conference calls, creating and disseminating agendas, ordering catering and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.
• Documentation Management:
  • Prepare documents needed for division, including meeting agendas, interview schedules, reappointment packages, credentialing documentation such as BLS and PALS, medical Licensure, CV revisions and upkeep, presentations, etc. Maintain proficiency in Word and PowerPoint, as needed.
  • Act as a resource to faculty and Administrative Manager in preparing Promotion and Tenure applications. Handle the timely submission of appropriate materials.
  • Produce and distribute correspondence, including memos, forms, letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and send to internal and external stakeholders.
  • Maintain a comprehensive filing system for faculty records.
• Facilitate Faculty questions with Departmental and external contacts consistent with value-based Org chart.
• Office Management:
  • Oversee office supplies and equipment, ensuring they are well-stocked and maintained.
  • Coordinate office maintenance and repairs.
• Event Planning:
  • Organize and coordinate meetings, conferences, and other events.
  • Arrange logistics such as catering, venue-booking, and materials preparation for department events such as annual holiday party, welcome party, luncheons, etc.
  • Undertake special projects as assigned by faculty and senior management.
• Manage expenditures for Chair, to include making travel arrangements and processing reimbursements, purchase orders, and payment vouchers.
• Complete all faculty and staff onboarding and off-boarding for division, as assigned.
• Handle special and ad hoc support responsibilities and projects specific to the areas of responsibilities.
• Assist department leadership with any division-specific requests, as well as other duties as assigned.

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: Proficient in Microsoft Office software and in EPIC scheduling.

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 range is $65,000-$75,000, commensurate with education and experience.

Exemption Status

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

Work Arrangement

This position is based in Charlottesville, VA, and must be performed mainly on-site, with the exception of opportunities to work from home as the hiring manager dictates.

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 September 15, applications will be reviewed on a rolling basis.

Background Check

Background checks will 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.