Senior Medical Office Coordinator

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

Job summary

The University of Virginia in Charlottesville, VA seeks a highly organized administrative professional to support multiple faculty members and advanced practice providers (APPs). The role emphasizes confidentiality, independent judgment, and high-level office support.

Responsibilities include calendar management, travel processing, CV updates, correspondence, and collaboration with clinics and legal teams. Hybrid schedule after training, with on-site presence as needed.

Qualifications

• Education: High School Graduate or equivalent required.
• Experience: 3+ years relevant experience required.
• Preferred: Five years of medical office experience.

Responsibilities

• Generates documents and reports based on provided guidelines.
• Manages calendars and scheduling for physicians and APPs.
• Handles travel pre-approvals, reimbursements, and travel arrangements.
• Prepares confidential correspondence and promotion/tenure portfolios.
• Transcribes and edits dictated correspondence and reports.
• Maintains filing system and CVs for faculty and APPs.
• Trains and mentors staff on travel policies and processes.
• Acts as backup to co-workers during absences.
• Coordinates patient legal case workflow with providers and attorneys.

Skills

Scheduling

Email management

Travel coordination

Transcription

Document preparation

Calendar management

Confidentiality

Communication

Education

High School Diploma

Tools

Epic EMR

Job description

This position is responsible for providing high-quality administrative assistance to multiple faculty members and advanced practice providers (APPs) in all aspects including prioritizing complex issues, maintaining strict confidentiality, performing advanced administrative and office support duties at the highest level.

Responsibilities Include

• Works independently, and uses own initiative to make judgments and decisions. Generates documents and reports based on provided guidelines. Uses good judgment daily in decision making and prioritizing duties including managing emails, creating travel pre-approvals, scheduling meetings, updating curricula vitae (CV), transcription, directing visitors, answering telephones, making reservations, sorting mail, etc. Handles crisis or urgent matters appropriately.
• Manages travel-related documentation and expenditures for faculty and APPs, processing pre-approvals, reimbursements, purchase orders, payment vouchers, and in some cases, making travel arrangements.
• Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendars for physicians and APPs including prioritizing requests for appointments, screening calls, arranging conference calls, scheduling meeting rooms, using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.
• Prepares confidential correspondence for faculty including letters of recommendation, annual performance review templates, promotion and tenure portfolio documents and, where appropriate, sends to appropriate recipient.
• Coordinates physician call and backup surgeon schedules by collaborating with office contacts, verifying provider availability, and accurately logging specific call types into the master calendar.
• Responsible for working with the physician, clinics, and surgery schedulers to cancel and open clinics on behalf of the provider.
• Utilizes Epic medical records to forward initial visit office notes to referring providers and PCPs. Checks and works individual Epic inbox for messages from clinic staff and providers.
• Maintains knowledge of Departmental, School, and University administrative policies and procedures.
• Coordinates patient legal case work flow between providers and attorneys. Manages inquiries, scheduling, billing and collection for legal conference calls, depositions and trials. Works with Piedmont Liability Trust (PLT) for more in-depth legal questions and advice.
• Organizes and triages phone calls appropriately. Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various individuals and departments on behalf of faculty and APPs.
• Prepares presentations and documents assigned by faculty and APPs. Reviews, proof-reads and corrects information being assimilated to ensure accuracy.
• Transcribes and edits dictated correspondence and technical reports.
• Maintains a comprehensive filing system for correspondence, reports, and records.
• Maintains faculty and APP CVs.
• Organizes and expedites work flow of special projects, and initiates follow-up action appropriately.
• Acts as a resource to faculty in preparing promotion and tenure portfolios by organizing collection of grateful patient letters, conference programs, reports, publications, etc. into distinct clinical, teaching and research sections, each with table of contents.
• Trains and mentors staff on all aspects of the job especially travel policies and processes.
• Handles special and ad hoc support responsibilities and projects.
• Serves as a backup to co-workers by assisting in coverage of duties in times of absence.

Minimum Requirements

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Preferred Qualifications

Experience: Five years of medical office experience.

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 $40,000-$55,000 commensurate with education and experience.

Exemption Status

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

Funding Details

This is a restricted position, which is dependent on funding and is contingent upon funding availability.

Work Arrangement

This position is based in Charlottesville, VA. After a training period, is eligible for a hybrid schedule of 4 days on Grounds per week, with additional on-site presence as needed, in accordance with UVA’s remote work guidelines.

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 November 2nd.

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.

Department Contact

For questions about the position, please contact Carley Pavelka Bacher, at [e-mail].

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.