Senior Administrative Assistant to Chief Operating Officer
Working Title: Senior Administrative Assistant to Chief Operating Officer
Position Type: University Operational and Administrative Staff
Department: School of Medicine
Posting Date: 07-31-2017
The University of Virginia's School of Medicine is currently accepting applications for the position of Senior Administrative Assistant to the Chief Operating Officer. This key position supports the day-to-day needs of a fast paced office with a strong focus on professionalism and confidentiality with internal and external parties. The successful candidate must be able to balance independent work and develop a strong understanding of the items requiring additional review and/or commentary. The successful candidate acts as a liaison between the executive and university and state offices, as well as faculty, staff, and other administrators and professionals as needed.
Daily responsibilities include the managing calendars and, in consultation with the executive, establishing priorities for urgent matters to ensure no conflicts occur and sufficient travel time and arrange meetings to protect the executive's time. The successful candidate anticipates meeting set-up needs including travel arrangements, booking rooms and equipment, preparing rooms, preparing and distributing agendas, meeting folders, meeting itineraries in advance of meeting, and ordering meals. In addition, ensure that notes are taken to ensure tasks are identified during meetings and performing the appropriate follow-up with required materials distributed to committee/work group members. In addition, incumbent is responsible for completing travel reimbursement vouchers according to departmental and state guidelines. The successful candidate will also perform as project coordinator for committees and work groups that the COO chairs/leads to include development of project deadlines and ensuring that deadlines and deliverables are met. The incumbent serves as point of contact for the executive, exercising judgment in screening meeting requests and inquiries and directing visitors. Incumbent also composes letters, memos, reports and other correspondence, preparing rough drafts and then final copy.
Qualified candidates must have a minimum of high school diploma with at least four years of experience providing executive level administrative support. A Bachelor's Degree and 7+ years' experience providing executive level administrative support with exposure to project management techniques is preferred.
Additional requirements include demonstrated proficiency with the Microsoft Office suite of programs (Word, Outlook, Excel and PowerPoint); and the ability to carry out basic office support functions, including scheduling of appointments, answering and directing telephone calls, welcoming visitors, preparing documents for signature; professional demeanor and exceptional customer service skills; demonstrated organizational skills and ability to adapt to and manage multiple tasks in a fast-paced environment; ability to work independently and solve problems within the scope of duties; ability to manage confidential information appropriately; ability to function independently and as part of a team, and values team collaboration; excellent verbal and written communication with the ability to convey information and ideas clearly and on a timely basis, using the appropriate communication mode. This position is restricted and contingent upon the continuation of funding.
Applicants should provide a cover letter, resume, and a list of three references. The University of Virginia is an equal opportunity/affirmative action employer.
Required Knowledge, Skills and Abilities:
1. Demonstrated ability to carry out basic office support functions, including scheduling of appointments, answering and directing telephone calls, welcoming visitors, preparing documents for signature, maintaining paper and digital files.
2. Professional demeanor and exceptional customer service skills.
3. Demonstrated organizational skills and ability to adapt to and manage multiple tasks in a fast-paced environment; ability to work independently and solve problems within the scope of duties.
4. Ability to manage confidential information appropriately.
5. Ability to function independently and as part of a team, and values team collaboration.
6. Excellent verbal and written communication with the ability to convey information and ideas clearly and on a timely basis, using the appropriate communication mode.
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