Intermediate Administrative Coordinator

Job description

Job location: Charlottesville, VA

Employment Type: Full-time
Posted data: 2019-05-28
Req: R0003723
The Department of Otolaryngology-Head and Neck Surgery is seeking a highly motivated administrative professional to join our team as an Administrative Coordinator. This position requires a high level of organization, prioritization, and management of multiple projects simultaneously. The primary responsibilities of this position are to provide administrative, operational, logistical, and fiscal support for the department’s educational programming, including, but not limited to, residency program coordination, visiting professorships, educational courses, CME activities, coordination of department social events as well as support for the business office. The Administrative Coordinator will serve as a liaison and primary point of contact for the residency program including day-to-day support for faculty and trainees. The incumbent will also coordinate the flow of communication between interested parties, organize and prioritize events, and meetings, as well as prepare agendas and action lists for follow-up for educational programming initiatives. Responsibilities for the residency program will be more demanding at certain times of the year, especially during the fall/winter and overtime, including work on weekends, will be required.

This is a restricted position and its continuation is contingent on funding.

EXTERNAL APPLICANTS: please apply through Workday at the following URL, , and search for requisition # R0003723. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, address).
INTERNAL UVA APPLICANTS: please apply through your Workday Home page, search “Find Jobs”, and search for requisition # R0003723. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, address).

Duties specific to residency program coordination include, but are not limited to:

  • Perform all duties of a Medical Education Assistant.
  • Develop and facilitate orientation, workshops, and graduate and/or undergraduate medical education activities. Schedule space and organize necessary materials for these events and resources. Help promote events.
  • Assist in the pre-screening, interviewing, ranking, and selection of program participants. Mentor program participants, tracking, and communicating progress.
  • Resolve participant-related issues related to academics, policies and procedures, degree completion, stipends, and housing.
  • Prepare and distribute instructional materials and course information.
  • Ensure the operations of the medical education programs are in compliance with the Accreditation Council for Continuing Medical Education (ACCME), Accreditation Council for Graduate Medical Education (ACGME), Liaison Committee on Medical Education (LCME) and the Continuing Medical Education (CME).
  • Submit updates to professional organization databases as required.

This position is ideal for someone who likes variety. Additional duties include completing special projects and assignments for business operations in the department. The preferred candidate will have the ability to transition easily between working independently and collaborating as part of a team.


  • A High School Diploma or Equivalent with at least 4 years of experience. A Bachelor’s degree will be considered in lieu of required experience.
  • The ability to evaluate and apply information and provide advice, strong working knowledge of administrative procedures, and the ability to analyze and present information
  • Demonstrated excellent oral and written communication skills in daily interactions
  • The ability to work independently or as part of a team, and provide direct support to leaders
  • Ability to work on multiple projects simultaneously with minimal supervision
  • Ability to follow established policies and procedures and adhere to regulatory guidelines in daily work
  • Demonstrated proficiency in Microsoft Office applications


  • Bachelor’s Degree
  • Administrative experience in an academic setting
  • Experience with educational program coordination
  • Working knowledge of ACGME policy and regulation

If you have questions regarding the position, please contact Amanda Harris at [email protected].


This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require walking some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System and the University Physician’s Group are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.




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Job No:
Posted: 3/6/2019
Application Due: 5/5/2019
Work Type: