Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development

University of Virginia; Charlottesville (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Virginia School of Medicine seeks an Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development to join its team in Charlottesville, VA. This in-person role supports the SAD FAFD through calendar coordination, correspondence, and meeting preparation to help drive faculty affairs and development initiatives.

The ideal candidate brings strong oral and written communication, exceptional organization, and discretion handling confidential

Responsibilities

• Maintain the SAD FAFD’s calendar and schedule meetings.
• Draft and proofread correspondence, reports, and presentations.
• Serve as the first contact for Faculty Affairs in the shared inbox.
• Assist with faculty appointment letters via DocuSign.
• Perform data audits to ensure accuracy of SOM faculty appointment data.
• Assist with tracking and managing faculty personnel actions.
• Coordinate on-site recruiting for department chair/center director positions.
• Execute special projects and routine activities for SOM Faculty Affairs.
• Other duties as assigned.

Job description

The University of Virginia School of Medicine (SOM) seeks an Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development (SAD FAFD) to join its team. The Executive Assistant position is an integral part of the Faculty Affairs team within the SOM Dean’s Office and ensures efficient operation of executive leadership functions supporting the coordination of meetings, communications, and day-to-day functions within the Faculty Affairs and Faculty Development team. The ideal candidate has excellent verbal and written communication skills, manages competing priorities, has outstanding interpersonal and organizational skills, and pays attention to detail. Time management skills and a proven ability to meet deadlines are essential.

This in-person role reports to the Senior Associate Dean for Faculty Affairs and Faculty Development and works closely with faculty, department staff, and senior administrators throughout the SOM and the University. This position will handle confidential and sensitive information, so a high level of discretion is required.

Responsibilities Include

• Maintain and coordinate the SAD FAFD’s complex calendar, schedule meetings, prepare meeting documentation, and ensure alignment with organizational priorities.
• Draft, edit, and proofread correspondence, reports, presentations, and other materials on behalf of SAD FAFD. Materials for the SOM promotion and tenure process are not included in these duties.
• Serve as the first point of contact triaging and answering questions for Faculty Affairs in the shared inbox. Add requests received via email to the pending task log.
• Assist with the faculty appointment letter process by sending letters for signature via DocuSign.
• Perform data audits with Faculty Affairs team to ensure the accuracy of SOM faculty appointment data in Workday.
• Assist Faculty Affairs team members with tracking and managing faculty personnel actions.
  • Manage the faculty clock stop process
  • Manage the faculty track change process
  • Manage the emeritus nomination process
  • Track and compile Faculty Annual Review submissions
  • Review Board of Visitors actions table quarterly
• Execute special projects and routine activities in support of the SOM Faculty Affairs and Faculty Development processes.
• Schedule and support onsite recruiting efforts for department chair/center director positions
• Other related 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: Proficiency in all components of Microsoft 365, proficiency in Zoom and prior experience in an academic institution.

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, and must be performed fully on-site 5 days a week.

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 Wednesday October 28th.

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.

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.