Executive Assistant to the Dean, School of Medicine

The University of Virginia is seeking an Executive Assistant to support the Dean of the School of Medicine (SOM) onsite with efficient, effective, and accurate senior level administrative support in a professional, friendly, and courteous manner. The incumbent will be an integral part of a highly valued team and work closely with SOM and UVA Health leadership. The incumbent’s administrative duties are advanced, diversified and confidential, requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. These functions require high-level discretion in handling confidential, sensitive, and timely information.

Responsibilities

- Effectively oversees management of the Dean’s calendar, scheduling meetings and overseeing the coordination of group meetings for leadership.
- Drafting and overseeing correspondence.
- Partnering with internal stakeholders and may participate in meetings with agenda development, meeting summaries and project management.
- Serving as the initial contact for students, staff, and faculty who contact the dean’s office.
- Screening telephone calls, visitors and appointments, providing information or referrals appropriately, and opening, reading and screening mail.
- Responding to routine correspondence and emails as instructed.
- Serving as liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
- Overseeing the progress of projects, action items, and strategies that emanate from the School of Medicine dean’s office.
- Coordinating meetings as directed, including preparing agendas; identifying meeting participants; and collecting, preparing, and distributing briefing materials.
- Planning and arranging travel, including preparing and reconciling expenses.
- Assisting in managing expense accounts and budgets.
- Organizing and maintaining the dean’s office files both electronic and paper and ensuring materials are readily accessible.
- Organizing special events such as: retreats, lunches, logistics for Dean’s meetings and other events for the School as directed.
- Managing the flow of information to and from the dean’s office for all venue types (forums, correspondence, speeches, conferences, retreats, etc.).
- Preparing and distributing announcements to faculty and staff and maintaining listserv(s) and email contact groups.
- Assisting in coordination of recruiting efforts for the Dean.
- Maintaining and updating the Dean’s curriculum vitae and other documents.
- Performing editorial review for a variety of academic documents (manuscripts, presentations, grant files, etc.) as needed
- Performing a variety of administrative duties that require a detailed understanding of organizational operations, policies, procedures and structures.
- In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.

Experience: 3+ years of relevant experience required.

Preferred Qualifications

- Previous experience providing high-level executive administrative support to senior leadership, preferably within a higher education or similarly complex organization.

- Demonstrated ability to manage complex calendars, coordinate meetings, arrange travel, and prioritize competing demands on an executive's time.

- Proven ability to anticipate executive needs, take initiative, independently resolve problems, and proactively identify opportunities to improve administrative processes.

- Experience coordinating high-level meetings, special events, and projects involving multiple stakeholders.

- Proficiency with Microsoft Office Suite and familiarity with administrative systems and technology commonly used in higher education

The ideal candidate will be highly professional with excellent people skills, flexible, composed under pressure, and extremely efficient with time management and work product delivery.

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.

Salary Range : $33.65 – $38.46 per hour ($70,000 – $80,000 annually), commensurate with education and experience.

Position Type & Work Location

- This is a non-exempt-level, benefited position. Learn more about UVA benefits (https://hr.virginia.edu/benefits).

- This position is based in Charlottesville, VA, and must be performed fully on-site.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA .

The position will remain open until filled.

Additional Requirements

- Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.

- This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online , by searching for requisition number R0088543 . Complete an application with the following documents:

- Resume

- Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants may search and apply for jobs on the  UVA Internal Careers website .

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.

For questions about the application process, please contact Karon Harrington, [email protected].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment .