Senior Administrative Assistant

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

Job summary

University of Virginia in Charlottesville, VA, seeks a Senior Level Administrative Assistant to provide high-level administrative and operational support to the School of Medicine, Department of Plastic Surgery; Maxillofacial and Oral Health faculty and leadership.

This role coordinates complex scheduling, travel, correspondence, and communications across university partners, clinical teams, and external stakeholders.

Qualifications

• High School Diploma or equivalent required with 3+ years of administrative experience.
• Experience supporting senior leadership in a university or academic medical center is preferred.

Responsibilities

• Develop and maintain administrative processes to improve communication, coordination, and efficiency.
• Manage faculty calendars, prioritize meetings, and coordinate across university systems and external partners.
• Arrange travel, itineraries, registrations, and reimbursements.
• Serve as liaison between faculty, departmental leadership, staff, donors, and external stakeholders.
• Prepare agendas, materials, briefing documents, and minutes for meetings.
• Respond to inquiries and route sensitive issues appropriately.
• Coordinate donor communications, meetings, events, and stewardship activities.

Skills

Executive calendar mgmt

Communication skills

Confidentiality

Microsoft Office

Travel coordination

Team collaboration

Education

High School Diploma or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

The University of Virginia's School of Medicine Department of Plastic Surgery; Maxillofacial and Oral Health seeks a Senior Level Administrative Assistant to provide high-level administrative and operational support to our faculty and department leadership. This position serves as a central point of coordination among the Chair, departmental leadership, faculty, staff, trainees, university officials, clinical partners, and external stakeholders. The Sr. Administrative Assistant manages complex scheduling, communications, meetings, travel, correspondence, and administrative priorities while exercising discretion, sound judgment, and a high degree of professionalism. The position supports the faculty’s academic, clinical, research, and administrative responsibilities. The Sr. Administrative Assistant is responsible for providing comprehensive administrative support within a complex academic medical environment. The position applies specialized administrative knowledge and organizational skills to coordinate daily operations, anticipate needs, resolve routine issues, and facilitate the faculties priorities.

Primary Responsibilities Include

• Develop and maintain effective administrative processes that improve communication, coordination, and operational efficiency.
• Manage faculty’s complex and frequently changing calendar, including prioritizing meeting requests, identifying scheduling conflicts, and coordinating across university, health system, and external organizations.
• Coordinate travel arrangements, itineraries, registrations, reimbursements, and related documentation.
• Serve as a primary administrative liaison between the faculty and departmental leadership, staff, philanthropic groups, university offices, clinical partners, and external stakeholders.
• Prepare agendas, meeting materials, briefing documents, presentations, correspondence, reports, and minutes.
• Receive and respond to inquiries, independently addressing routine matters and appropriately directing or escalating sensitive or complex issues.
• Coordinate donor communications, meetings, events, and stewardship activities.
• Maintain organized donor and prospect Prepare donor acknowledgments, thank-you letters, and gift receipts.
• Process charitable gifts, pledges, and matching gift documentation.
• Generate fundraising reports, donor lists, and campaign tracking metrics.
• Assist with prospect research and donor background information gathering records, files, contact lists, and administrative documentation in accordance with university policies and retention requirements.
• Provide administrative support for departmental projects and strategic priorities as assigned.

The position requires the ability to manage multiple competing priorities, work effectively with limited supervision, and adapt to changing departmental needs. The Sr. Administrative Assistant must be a team player who collaborates effectively, supports shared goals, contributes wherever needed, and builds positive working relationships across the department and organization. The successful candidate is expected to demonstrate initiative, attention to detail, responsiveness, diplomacy, sound judgment, and a strong commitment to professional service.

Minimum Requirements

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Preferred Qualifications

• Experience supporting senior leadership in a university, academic medical center, healthcare organization, or similarly complex environment.
• Experience managing complex executive calendars and coordinating meetings involving multiple senior-level stakeholders.
• Strong written and verbal communication skills.
• Demonstrated ability to exercise sound judgment and maintain confidentiality.
• Excellent organizational, time-management, and problem-solving skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to work independently, anticipate administrative needs, and manage competing priorities under time-sensitive conditions.
• Experience coordinating travel, preparing executive-level correspondence, and supporting leadership meetings or special events.
• Familiarity with university or health-system policies, practices, and administrative systems.

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.

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 9, 2026 but will remain open until filled.

Background Check

Background checks and pre-employment health screenings 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.

Department Contact

For questions about the position, please contact Casey Shaver.

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.