Sr. Administrative Coordinator

Job description

Job location: Charlottesville, VA

Employment Type: Full-time
Posted data: 2020-11-09
Req: R0019284

The Division of Pulmonary and Critical Care Medicine at the University of Virginia, School of Medicine is seeking a Senior Administrative Coordinator to provide high level operational and administrative support to Senior Leadership and faculty.The incumbent functions as a key member of the team and performs responsibilities integral to the operational effectiveness of the division.In addition, the incumbent demonstrates an understanding of business drivers and is capable of anticipating team needs and expectations that require action.

The successful candidate will perform a wide range of office support functions including, but not limited to: support the ongoing administrative functions and operations, including special projects of the division. May support a unit head, as part of their composite services. Perform a variety of duties requiring an understanding of organizational operations, organizational procedures, and personnel.

Formulate decisions and make recommendations regarding planning, organizing, and scheduling work. For fiscal support, may perform basic budget projections, run fiscal reports, monitor fund balances, and work with account owners to stay within budget. For human resources, may provide process support to search committees and coordinate successful onboarding of new employees. Prepare new hire paperwork and visa documents. Answers general questions from employees and refer human resources questions to the appropriate experts.

Other responsibilities include:

Manage the physicians scheduling system for a sub-set of specialty providers communicating with Medical Director/Unit lead to review schedule. In-depth understanding of division scheduling guidelines and operational impact of schedule changes. Input schedule, monitor and then audit results. Administer the credentialing (internal and external) and reappointment processes along with the each clinical faculty's Virginia Medical License and DEA. Assist with coordination of VISA submissions/renewals. Adhere to and implement UVA policies of records management including operational, financial and research records. Monitor fund balances to ensure adherence to budgets and policies. Report on expenditures and projections. Proactively communicate with faculty on sources and uses of funds. Coordinate external speakers - schedule/agenda creations, arrange travel, communicate meetings, facility arrangement (space + A/V), etc. Initiate payments consistent with UVA policy.

A high school diploma or equivalent and at least six years of experience in an administrative position is required. A Bachelor’s degree may substitute for experience and experience in a fast-paced healthcare environment. The successful candidate must have demonstrated knowledge of general office practices and procedures, strong communication and organizational skills, a professional manner, and the ability to manage multiple responsibilities while paying attention to detail.

Added Preferred Experience

Experience in managing physicians schedules using online platforms such as QGenda is preferred. Strong computer skills and proficiency in MS Office (Word, Excel and PowerPoint) is also preferred. Knowledge of University policies and procedures as well as Oracle is highly desirable.

To apply please visit UVA job board, and search for "R0019284" Complete the application and see below for documents to attach.

Required Application Materials:

  • CV
  • Cover Letter
  • Contact information for 3 references

Please note multiple documents can be submitted in the CV/Resume Box. Applications that do not contain all of the required documents will not receive full consideration.

The selected candidate will be required to complete a background check at time of offer per University Policy.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, 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 or expression, 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: 11/10/2020
Application Due: 2/8/2021
Work Type: Full Time