Senior Medical Admin & Care Coordination Specialist

University of Virginia; Charlottesville (VA); Hybrid; USD 40,000 - 55,000; Full time

Job summary

University of Virginia in Charlottesville, VA seeks an experienced administrative professional to provide high-quality support to multiple faculty members and advanced practice providers (APPs). The role requires handling complex calendars, confidential correspondence, travel pre-approvals, and document preparation, while maintaining discretion and professional poise.

Responsibilities include managing travel documentation and expenses, coordinating schedules for physicians and surgeons, and

Qualifications

• High School diploma or equivalent required.
• 3+ years of relevant experience required.
• Five years of medical office experience preferred.

Responsibilities

• Provide high-quality administrative assistance to multiple faculty members and advanced practice providers (APPs), prioritizing complex issues, maintaining confidentiality, and handling calendars, travel pre-approvals, meetings, CV updates, transcription, visitor directions, calls, and mail.
• Manage travel documentation and expenditures for faculty and APPs, including pre-approvals, reimbursements, POs and vouchers, and occasional travel arrangements.
• Coordinate physician call and backup surgeon schedules with providers, verify availability, and log call types into the master calendar.
• Prepare confidential correspondence and promotion/tenure materials, and forward as appropriate.
• Triages phone calls, documents messages, and communicates instructions across departments.
• Prepare presentations and documents, proofread and ensure accuracy of information.
• Transcribe and edit dictated correspondence and technical reports.
• Maintain filing systems and faculty/APP CVs and support special projects.
• Train and mentor staff on travel policies and processes.
• Serve as a backup to co-workers during absences.

Education

High School Graduate or equivalent

Job description

University of Virginia in Charlottesville, VA seeks an experienced administrative professional to provide high-quality support to multiple faculty members and advanced practice providers (APPs). The role requires handling complex calendars, confidential correspondence, travel pre-approvals, and document preparation, while maintaining discretion and professional poise.

Responsibilities include managing travel documentation and expenses, coordinating schedules for physicians and surgeons, and