Administrative Assistant

About the Role

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine is seeking an Administrative Assistant to provide clerical and administrative support for the Vice Chair for Research and the Children’s Health Research Center (CHRC). This is an onsite position, Monday through Friday. The successful candidate will demonstrate sound judgment, maintain professionalism and confidentiality, and effectively manage multiple priorities in a fast-paced academic medical environment. Regular onsite collaboration with faculty, staff, and departmental leadership is required.

Key Responsibilities

• Provide administrative support to ensure the efficient operation of the CHRC offices and labs.
• Type memos, correspondence, forms, and technical or confidential reports.
• Manage and update research-related websites for the Department, including the CHRC website and the internal Pediatrics research resource website.
• Receive and screen incoming calls and mail, answer routine inquiries, and route calls appropriately.
• Maintain calendars, schedule and confirm appointments, meetings, and travel arrangements.
• Handle procurement for CHRC and P-card responsibilities.
• Order office/lab supplies as needed.
• Become familiar with the locations and specifics of all Pediatric laboratories in the CHRC.
• Maintain training logs, learn how to use certain equipment, and direct individuals to equipment locations.
• Coordinate events, including but not limited to: Houston Lecture, Research Day, Seminar Series, philanthropy and outreach events, and research faculty interviews.
• Manage space and office setup for new faculty.
• Assist with onboarding of research faculty and lab personnel, including touring facilities and showcasing shared resources in the CHRC.
• Greet and screen visitors and provide customer support as needed.
• Edit faculty CVs as needed/requested.
• May require walking extended distances to support event setup and other job responsibilities.
• Perform other duties as assigned to support departmental operations and evolving organizational priorities.
• Collaborate with colleagues to provide cross-functional support and ensure continuity of operations.
• Responsibilities may be adjusted over time to align with changing departmental priorities, operational needs, and strategic initiatives.

Requirements & Tech Stack

• Exceptional organizational, communication, and customer service skills.
• Ability to work collaboratively while following established policies and procedures.
• Detail-oriented individual with excellent communication skills and the ability to multitask effectively.
• Maintain professional conduct both virtually and in person.

Qualifications

• Education: High School Graduate or Equivalent
• Experience: No experience required for Administrative Assistant.
• Preferred Qualifications:
• Experience supporting academic administration or higher education administration.
• Experience coordinating committees and executive meetings.
• Experience with event planning and project management.
• Experience preparing executive correspondence and professional documents.
• Knowledge of School of Medicine or academic medical center operations.

Physical Demands

• Job requires sitting for prolonged periods, frequently bending/stooping.
• Proficient communicative, auditory, and visual skills.
• Attention to detail and ability to write legibly.
• Ability to lift/push/pull less than 20lbs.
• May be exposed to chemicals, blood/body fluids, and infectious disease.

Work Arrangement

• This position is based in Charlottesville, VA, and must be performed fully on-site.
• Work Arrangement: Monday through Friday.

Salary Range

• The anticipated hiring range is $42,000–$55,000, commensurate with education and experience.
• Exemption Status: This is a non-exempt-level, benefited position.

Funding Details

• This is a restricted position, dependent on funding and contingent upon funding availability.

Application Information

• Application review will begin after November 16th.
• Background checks will be conducted on all new hires prior to employment.
• Visa Sponsorship: This position will not consider candidates who require immigration sponsorship.
• How to Apply: Please apply online by searching for requisition number R0089058.
• Complete an application with the following documents:
• Resume
• Cover Letter (optional but strongly encouraged)
• Upload all materials into the resume submission field. Multiple documents can be submitted or combined into one PDF. Applications without all required documents will not receive full consideration.
• Internal applicants: Search and apply for jobs on the UVA Internal Careers website.
• Reference Check Process: Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Department Contact

• For questions about the position, please contact Casey Robinson at [email protected].

Recruiter Contact

• For questions about the application process, please contact Margaret Weeks.