This job has expired

Senior Administrative Assistant

University of Virginia
Charlottesville, VA

View more

Job Details

The University of Virginia seeks a Senior Administrative Assistant to join the Department of Family Medicine within the School of Medicine. The Senior Administrative Assistant will provide administrative support for a group of clinical and research faculty. The incumbent’s responsibilities include calendar management, website maintenance, meeting minutes, assisting with PowerPoint slides, managing grant/manuscript references in RefManager or EndNote, professional development reimbursement to faculty, and other clerical 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 Senior Administrative Assistant will report to the Administrative Team Leader.


  • Provide advanced, administrative coordination to support office operations and special projects.
  • Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
  • Maintain website and update faculty CVs.
  • Scholarly reference management and assist with grants as needed.
  • Compile data for preparation and editing for senior leaders.
  • Review and answer correspondence, screen callers and visitors, and handle confidential matters.
  • Manage electronic files and produce/edit reports and documents.
  • Serve as the point of contact for facility, equipment, or service calls.
  • Organize meetings and materials for special events.
  • Schedule and coordinate meetings, educational events, and travel. Monitor calendars, bringing pertinent items and dates to the attention of medical professional personnel.
  • Track expenditures with receipts or other relevant documentation and prepare and/or process reimbursement requests.
  • Provide assistance with the coordination of the interview and selection process, credentialing process, and graduation verification.
  • Provide assistance to department leadership to ensure operations are executed on schedule, provide facilities support and resources are used efficiently.
  • In addition to the above job responsibilities, other duties may be assigned.


  • High School diploma with four years of relevant experience is required. Bachelor’s may substitute for experience.
  • Must have excellent written and verbal communication skills.
  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.
  • Strong computer skills and proficiency in MS Office (Publisher, Word, Outlook and Excel) is required.
  • Administrative experience in academia experience preferred.

This position will remain open until filled. This is a Non-Exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance.

Hiring Range: $17.50/hour – $21.50/hour commensurate with education and experience. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Eric Allen, Academic Recruiter at

Please apply through Workday, and search for R0042707.

Required Application Materials:


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 the required documents will not receive full consideration. Review of applicants will begin December 12, 2022.

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.

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert