Intermediate Administrative Assistant, Department of Surgery
University of Virginia

Charlottesville, Virginia

Posted in Education and Training


This job has expired.

Job Info


The University of Virginia School of Medicine seeks an Intermediate Administrative Assistant to support the Department of Surgery. The Intermediate Administrative Assistant will perform clerical and administrative work to support the clinical department, and the providers within that department as assigned. The incumbent will work under the general direction of a supervisor and have a demonstrated capacity to work independently as well as the authority to make decisions based on standard operating procedures and policies, or per the guidance of leadership. The Intermediate Administrative Assistant may have latitude to set procedures to accomplish work tasks.


Administrative Assistant Job Responsibilities Include:

  • Review and answer correspondence, as well as screen callers and visitors, which may include confidential matters.
  • Maintain electronic files and produce reports.
  • Provide administrative support for special projects.
  • If required; post all surgical cases in Remote OR Scheduler. Notify all team members of any changes to cases or surgery schedule.
  • If required; collect, organize and distribute weekly case conference information.
  • Coordinate tumor board meetings by preparing case list, organizing participants, obtaining appropriate medical records and preparing and maintaining documentation of meeting.
  • Coordinate travel arrangements for meetings and conferences including registration, flight, hotel and car rental reservations. Prepare packet for each trip containing itinerary, programs, meeting agendas and anything relating to the trip. Collect receipts and prepare expense tracking and reimbursement paperwork
  • Assure all membership dues, license renewals and registrations are paid on time.
  • Maintain surgeon's curriculum vitae and CME (Continuing Medical Education) files.
  • Maintain office, reports, correspondence, and miscellaneous information in an organized, detailed, and confidential accurate fashion.
  • Operate general office machines and use computer applications, such as word processing, copy machines, calculators, and transcription equipment.
  • Provide administrative support and/or coverage for other personnel in the department, including photocopying and mail handling, as needed.
  • Open and sort mail, responding to routine items not requiring the supervisor's attention according to instructions and standard procedures.
  • Assist with editing faculty manuscripts, preparing tables and charts as necessary.
  • Create correspondence from rough draft to final copy, ensuring accuracy and completeness.
  • Maintain calendar for faculty members' Clinical, Academic and Administrative responsibilities.
  • Maintain current knowledge of and participate in creation of departmental goals, standards, policies, procedures.
  • Act as a department representative and subject matter expert when required.
  • Assist in completion and yearly Performance review for faculty and collection of documentation for Promotion and Tenure.
  • Schedule departmental and institutional meetings and conferences.
  • Schedule student and resident teaching conferences as well as resident interview sessions
  • If required: Transcribe, type and edit all letters, recommendations, correspondences, abstracts and manuscripts from dictation and/ or written drafts in a timely fashion.
  • Prepare documentation, publications and slides for submission.
  • Prepare documentation, and any PowerPoint presentations from originals, drafts or compose.
  • Perform other related administrative duties as needed.

Minimum Requirements:

Education: High School Diploma and at least one year of relevant experience.

Preference will be given to candidates with an Associate's degree and 4-6 years of experience working in a medical office setting and with physicians.

Experience:

  • Must have experience with Microsoft Office, including Excel.
  • Excellent verbal and written communication.
  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy clinic environment including the management of calendars and coordination of appointments or surgeries.
  • Experience working with EPIC is preferred.
  • Must be able to attend clinic and meet in-person with patients and physicians if required.

This is a restricted position; continuation is dependent on funding and satisfactory performance.

Priority review of applications will begin on May 18, 2022, but the position will remain open until filled.

TO APPLY:


EXTERNAL APPLICANTS: please apply through Workday at the following URL, https://uva.wd1.myworkdayjobs.com/UVAJobs , and search for requisition # R0031365. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, address). The successful candidate will pass a criminal background check and pre-employment health screening. Please note that multiple documents can be uploaded in the box. Incomplete applications will not receive full consideration.


INTERNAL UVA APPLICANTS: please apply through your Workday Home page, search "Find Jobs", and search for requisition # R0031365. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, address). The successful candidate will pass a criminal background check and pre-employment health screening. Please note that multiple documents can be uploaded in the box. Incomplete applications will not receive full consideration.

For questions regarding the application process, please contact Michelle Williams, Senior Recruiter/Faculty Search Advisor, at mew8js@virginia.edu.


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.


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