Senior Administrative Coordinator, Division of Endocrinology and Rheumatology, UVA

University of Virginia
Charlottesville, VA

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Job Details

The Department of Medicine, Division of Endocrinology and Rheumatology at the University of Virginia (UVA) School of Medicine seeks candidates for a Senior Administrative Coordinator to work collaboratively as part of an administrative team.The successful candidate will be expected to provide a high level of administrative support to include clinical support, Qgenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence and special projects as assigned.

The successful candidate will be expected to perform the following job duties:

• Manage complex calendars, including coordination with multiple internal and external parties and ongoing dialogue with faculty members to ensure their preferences and needs are met.
• Schedule, publicize, and assist with preparation related to meetings, including agendas and meeting minutes.
• Work as a liaison with internal and external agencies providing timely response and problem resolution.
• Coordinate assigned events, including reservation of location and catering.
• Track progress on post-meeting follow-up items to ensure completion of assigned participant tasks.
• Maintain all career-related documents for assigned faculty, including presentations, licensures, certifications, and continuing medical education verifications.
• Facilitate properly formatted and up-to-date curricula vitae for assigned faculty.
• Assist with the annual faculty review process to include scheduling appointments, data collection, and post-meeting documentation of individual reviews, including signature processing.
• Book and confirm all accommodation and transportation arrangements for faculty travel to include paperwork for pre-travel approvals and post-travel reimbursement.
• Facilitate resolution of all information technology issues.
• Coordinate the preparation of candidate itineraries and travel arrangements by collaborating with Division Chief and Operations Coordinator.
• Serve as primary designee and administrator of Section specific QGenda schedules, including approval of vacation requests and scheduling changes.
• In collaboration with the Operations Coordinator, liaison with QGenda, Inc. to facilitate modifications to the QGenda Database architecture.
• Assist with the planning and implementing of significant projects assigned by the Section Head, Division Administrator, or Operations Manager.
• Assist with tracking projects, tasks, and documents to ensure accurate completion of projects.
• Assist with the coordination of data for internal and external reports in the Division.
• In addition to the above job responsibilities, other duties may be assigned.

Qualified candidates must have:

Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Required knowledge, skills and abilities:
• Strong problem-solving skills.
• Proficiency in maintaining professional calendars with frequent changes
• Ability to provide excellent customer service to a diverse group of physicians and staff.
• Adept at prioritizing tasks due to competing demands.
• Organizational and time management skills.
• Outstanding interpersonal, verbal, and written communication skills.
• Excellent decision-making abilities based on competing and complex information from multiple sources.
• Ability to work with tact on complex, sensitive, and confidential issues.

Required computer application knowledge
Microsoft Office (Word, Excel, PowerPoint, and Outlook)

Preferred computer application knowledge
ChromeRiver, Oracle, Workday, Qualtrix, and Qgenda

Physical demands:

This is primarily a sedentary job involving extensive use of desktop computers.

This position is located in Charlottesville, VA. The opportunity to work remotely up to two days a week will be considered. The anticipated start date is June 6, 2022. This is a non-exempt level, benefited position. For more information on the benefits at UVA, visit This position will not sponsor applicants for work visas.

To Apply:
Complete an application online with the following documents:
• CV
• Cover letter
Upload all materials into the resume submission field. Multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

PROCESS FOR INTERNAL UVA APPLICANTS: Please apply through your Workday Home page, search “Find Jobs”, and search for R0035627

PROCESS FOR EXTERNAL APPLICANTS: Please visit UVA job board: and search for R0035627

References will be completed via UVA's standardized process Skill Survey. A total of three references will be requested via Skill Survey during the final phase of the interview process.

For questions about the application process, please contact Christi Maguire, Recruiting Specialist, at

For more information about UVA and the Charlottesville community, please see and

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

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.


In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.

What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.

Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).  

As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.


As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.

Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.


UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.

Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.

The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.


The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.

One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation:  UVA’s faculty have generated more than 130 patents since 2010.

Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards.  Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.


Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries.  No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.

In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others.  Charlottesville is also becoming a center for innovative start-up businesses.  The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers. 

The University of Virginia is an equal opportunity and affirmative action employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply. In accordance with the Americans with Disabilities Act Amendments Act of 2008 (ADAAA) and the Rehabilitation Act of 1973, qualified individuals with disabilities are protected from discrimination and may be entitled to reasonable accommodations to assist in their pursuit of employment at the University. This includes assistance in completing the online job application as well as reasonable accommodations during the interview process. Please contact the UHR Service Center: 434.982.0123 to request assistance.

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