Administrative Assistant (UPG)

University of Virginia • Charlottesville, VA • 3w ago

The Administrative Assistant provides administrative support for the Directors and Managers within the department of Clinical Operations. The Administrative Assistant serves in a multi-functional role and provides programmatic and operational support for department leaders.

Schedules meetings, teleconferences, demonstrations and presentations. Prepares and distributes agendas.

Distributes meeting minutes for multiple operational meetings.

Processes and schedules interviews, travel arrangements, overnight accommodations and reimbursements, as required.

Handles confidential and sensitive information, evaluates issues as needed and briefs leadership on requests, complaints and suggestions.

Provides administrative assistance in all forms of daily activities and operations.

Ensures essential communication and tasks are addressed on a priority basis.

Serves as main contact for meeting set up, preparation, and organization for Directors and Managers.

Supports teams and facilitates communication across remote and multiple network-wide locations

Prepares as requested with guidance written correspondence, reports, and presentations.

Provides support including available background material related to or required for upcoming meetings.

Prepares check requests and processes expenses or invoices for payment in accordance with UPG budget and accounting guidelines.

Establishes and Maintains department files.

Prioritizes team engagement activities and actively participates in team and self-development.

Completes other projects and tasks as requested.

REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities) :

Education:

High School Diploma or GED

Experience:

Two years general administrative assistant experience

Previous experience working in a medical environment preferred

Knowledge and skills:

Intermediate knowledge of and experience utilizing a desktop computer

Intermediate knowledge of word processing, spreadsheet, and presentation software

SUPERVISORY RESPONSIBILITIES : This position does not have any positions reporting to it.

WORKING CONDITIONS : Work performed primarily in an office environment supporting multiple remote and network-wide clinics and teams. Work may be stressful at times. Occasional night and/or weekend work may be required during peak periods such as preparation and support for meetings.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physicians 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 experience. We are equal opportunity 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.

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