Administrative Coordinator, Department of Pediatrics

Company: University of Virginia
Location: Charlottesville
Posted on: May 28, 2023

Job Description:

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks applicants for an Administrative Coordinator or Intermediate Administrative Coordinator. Administrative Coordinators typically support a composite of several operational functions including fiscal administration, procurement, human resources, academic support, student services, communications, grants administration, and other administrative functions. They are able to independently understand and interpret policy and use judgment to perform their duties. The successful candidate will join a department that employs outstanding people, and is progressive in its initiatives to develop and support its staff, making it a great place to work. This position will join a supportive, learning-oriented team. While this is an in-person position, there may be opportunities for occasional remote work at the discretion of your direct report and those you support.

The UVA Department of Pediatrics and the UVA Children's Hospital share a common goal to enhance the health and well-being of children and families through collaborative medical care, education of professionals dedicated to pediatric healthcare, breakthrough research that improves lives, leadership, and community service. For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics/.

The successful candidate will be expected to:

• Support and tracking of milestones for special projects relevant to program development
• Support the ongoing operations, including special projects of an organization. Perform a variety of duties requiring an understanding of organizational operations, procedures, and personnel
• For fiscal support, may prepare invoices and purchase requisitions, enter and extract financial information, prepare monthly reconciliations for multiple fund sources, participate in budget preparation, purchase supplies, and process purchases on p-card.
• For academic and student support, may collect and record student grades, distribute course and exam materials, assist students with academic program questions and assist faculty.
• May provide logistical support for search committees, onboarding of new employees and visa document preparation.
• For general administrative support, may answer phones, open mail, order supplies, maintain facilities, prepare correspondence, maintain calendars, and schedule meetings.
• May coordinate activities with internal and external customers, arrange meetings and special events, coordinate travel arrangements, and maintain records.
• In addition to the above job responsibilities, other duties may be assigned and your divisional support and duties may change as needed
  
  Required knowledge, skills and abilities:
  
  • Ability to work independently and as part of a team.
  • Strong communication skills, both written and oral.
    
    Minimum Requirements for Administrative Coordinator:
    
    • High School Diploma
    • At leastone years of experience.
      
      Minimum Requirements for Intermediate Administrative Coordinator:
      
      • High School Diploma
      • At least four years of experience.
        
        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.
        
        The Administrative Coordinator will report to a Lead Administrative Assistant and also be accountable to the leadership of the team being supported. For additional information about the position, please contact Tori Lamb, Lead Administrative Assistant for the Department of Pediatrics, TAL8T@hscs.virginia.edu.
        
        This position is located in Charlottesville, VA. This position is a restricted position and is dependent upon project need, availability of funding and performance.
        
        Anticipated Hiring Range:
        
        $32,000 to $44,000 annually, commensurate with education and experience.
        
        This is a non-exempt, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits. This position will remain open until filled. This position will not sponsor applicants for work visas.
        
        The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.
        
        To Apply:
        Process for Internal UVA Applicants: Please apply through your Workday Home page, search "Find Jobs", and search for R0045489. Process for External Applicants: Please visit UVA job board at https://uva.wd1.myworkdayjobs.com/UVAJobs and search for R0045489
        
        Complete an application online with the following documents:
        
        • CV
        • Cover Letter
        • Contact information for three references
          
          Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.
          
          References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.
          
          For questions about the application process, please contact Yelena Markazyan at ym3mm@virginia.edu
          
          For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/
          
          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.

Keywords: University of Virginia, Charlottesville , Administrative Coordinator, Department of Pediatrics, Administration, Clerical , Charlottesville, Virginia