The Department of Orthopaedic Surgery, University of Virginia School of Medicine, seeks a Senior Assistant to the Chair to join its administrative team. The successful candidate will be responsible for providing high-quality administrative assistance for the Chair, Vice Chair and their physician assistants in all aspects including prioritizing complex issues, maintaining strict confidentiality, performing advanced administrative and office support duties at the highest level.
Administrative support responsibilities include:

• Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendar for Department Chair and Vice Chair including prioritizing requests for appointments, screening calls, arranging conference calls, creating agendas, ordering catering and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.

• Generates documents and reports based on provided guidelines. Gets input when a problem or issue is of a medical nature. Works independently, and uses own initiative to make judgments and decisions in chair's absence. Uses good judgment daily in decision making and prioritizing duties including scheduling meetings, updating CVs, dictation and transcription, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crisis or urgent matters appropriately.

• Prepares confidential correspondence including letters of recommendation, exit interviews, annual performance reviews for faculty, etc., and sends to outside physicians, internal and external stakeholders.

• Manages multiple faculty searches annually. Works with search committee members to schedule preliminary and on-site interviews. Prepares itineraries and serves as a point of contact during the search process.

• Utilizes Epic medical records to forward initial visit office notes to external medical providers.

• Manages (under Vice Chair’s supervision) backup surgery schedule preparations and distribution.

• Coordinates and prepares agenda and minutes for faculty meetings on behalf of the Chair.

• Maintains knowledge of Departmental, School, and University administrative policies and procedures.

• Organizes and triages phone calls appropriately. Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various individuals and departments on behalf of the Chair and Vice Chair.

• Manages patient legal case work flow between physicians and attorneys. Manages inquiries, scheduling, billing and collection for legal meetings, depositions and trials.

• Prepares presentations and documents assigned by the Chair. Reviews, proof-reads and corrects information being assimilated by Chair to ensure accuracy.

• Transcribes and edits dictated correspondence and technical reports relating to the Chair.

• Manages travel-related budget documents and expenditures for Chair, Vice Chair and assigned PAs to include making travel arrangements and processing pre-approvals, reimbursements, purchase orders, and payment vouchers.

• Maintains a comprehensive filing system for correspondence, reports, and records.

• Keeps Chair's, Vice Chair’s and assigned PA’s C.V.s current.

• Organizes and expedites work flow of special projects, and initiates follow-up action appropriately.

• Acts as a resource to faculty and Administrative Manager in preparing Promotion and Tenure applications.

• Handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities.

Knowledge, Skills and Abilities

• Represent the Chair, Vice Chair and assigned PAs and effectively communicate with senior leadership, faculty, staff and external constituents in a professional, confidential manner.

• Work with and maintain confidentiality of patient information and Chair’s communications with University and UVA Health Leadership.

• Possess excellent interpersonal, organization, analytical and customer service skills (written and oral)

• Have meticulous attention to detail.

• Be able to follow instruction and demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret faculty members’ and patient’s needs and respond accordingly.

• Utilizes Epic medical records to forward office notes to external medical providers.

• Interpret/communicate clinical information in patient chart during patient phone calls.

• Create, compose and edit written materials, maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem solving techniques to analyze and resolve complex situations.

• Coordinate financial documents.

• Manage multiple tasks in a fast-paced, demanding and complex environment.

• Work well as a team member, as well as independently with minimal supervision.

Minimum Requirements
Education: High School diploma. Bachelor's may substitute experience.
Experience: Four years of relevant experience. Bachelor's degree may substitute for years of experience.

Preferred Qualifications
Education: Bachelor’s Degree or equivalent experience
Experience: Previous experience in an administrative support role to leadership within Medical Center/Hospital/School of Medicine..
Preferred Computer Applications: Microsoft Word, Outlook and Excel, familiarity with Epic, Workday and Zoom.

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

Application Instructions: Please apply through Workday and complete an application online. Include the following documents:

• A CV/Resume

• A Cover Letter

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.

For questions about the application process, please contact Eric Allen, Academic Recruiter @ uth9qh@virginia.edu. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy. This is a restricted position contingent upon the continued availability of funding. This position will remain open until filled.

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.