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

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 42,000 - 64,000; 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 (SAD FAFD) to join its team. This role supports executive leadership, coordinates meetings, communications, and day-to-day functions within the Faculty Affairs and Faculty Development team.

This is an in-person role reporting to the SAD FAFD. The ideal candidate has excellent verbal and written communication skills, strong organizational abilities,

Qualifications

• Bachelor's Degree or combination of education and relevant experience required.
• 3+ years of relevant experience required.
• Proficiency in all components of Microsoft 365 and Zoom; prior academic institution experience preferred.

Responsibilities

• Maintain SAD FAFD's complex calendar, schedule meetings, prepare documentation, and align with priorities.
• Draft, edit, and proofread correspondence, reports, and presentations for SAD FAFD.
• Serve as first contact for Faculty Affairs in the shared inbox and log requests.
• Assist with faculty appointment letters by sending for signature via DocuSign.
• Perform data audits to ensure accuracy of SOM faculty appointment data in Workday.
• Assist with tracking and managing faculty personnel actions (clock stop, track change, emeritus nomination, annual reviews).
• Execute special projects and routine activities for SOM Faculty Affairs and Faculty Development processes.
• Schedule and support onsite recruiting for department chair/center director positions.
• Other related duties as assigned.

Skills

Communication

Organization

Discretion

Calendar management

Education

Bachelor's degree

Tools

Microsoft 365

Zoom

Job description

Executive Assistant to the Senior Associate Dean for Faculty Affairs and Faculty Development (SAD FAFD)

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. 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

• 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.

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.