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Intermediate Administrative Assistant, Department of Family Medicine

University of Virginia
Charlottesville, VA

Job Details

The University of Virginia seeks an Intermediate Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Intermediate Administrative Assistant will provide clerical and administrative support for a group of clinical and research faculty. The incumbent’s responsibilities include calendar management, meeting minutes, assisting with PowerPoint slides, professional development reimbursement to faculty, and other programmatic administrative duties as assigned. The chosen candidate will have a demonstrated capacity to work independently as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership.

The successful candidate will be expected to be able to perform the tasks listed below:

  • Provide advanced, administrative coordination to support office operations, programs and special projects.

  • Arrange business travel, coordinate meetings, and support agenda management and expense tracking.

  • Assist in maintain faculty CVs when requested.

  • Compile data for preparation for leadership.

  • Review and answer correspondence, screen callers and visitors, and handle confidential matters.

  • Manage electronic files and produce reports.

  • Serve as the point of contact for facility, equipment, or service calls.

  • Organize meetings and materials for special events.

  • Maintain calendar for faculty members' Clinical, Academic and Administrative responsibilities.

  • Assist in completion and yearly Performance review for faculty and collection of documentation for Promotion and Tenure.

  • Schedule departmental and institutional meetings and conferences.

  • Schedule student and resident teaching conferences as well as resident interview sessions.

  • In addition to the above job responsibilities, other duties may be assigned.

The successful candidate will meet or exceed the following requirements needed for this position including:

Education: High School Diploma and at least one year of relevant experience. Preference will be given to candidates with an Associate’s degree and two or more years of experience working in a medical office setting and with physicians.


  • Must have experience with Microsoft Office, including Outlook, Word, Excel and PowerPoint.

  • Excellent verbal and written communication.

  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy academic and clinic environment.

The Intermediate Administrative Assistant will report to the Administrative Team Leader. For additional information about the position, please contact Robert Hunt, Administrative Team Leader at


This is heavily sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and the ability to travel across the UVA Medical Center and University Grounds. The ability to move from 10 to 20 pounds is occasionally required.

This position is located in Charlottesville, VA.

The anticipated start date is June 6, 2022. This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $17.49 - $21.00, commensurate with education and experience. This is a Non-Exempt level, benefited position.

For more information on the benefits at UVA, visit

This position will remain open until filled. Review of applicants will begin May 27, 2022 . This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

To Apply:

Please apply through Workday, and search for R0036167. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ 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.

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

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

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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