Administrative Assistant, The Department of Pediatrics

Location Charlottesville, Virginia, United States of America Category Administrative Support The Rector & Visitors of the University of Virginia Job Id R0089058 Job Type Full time JOB DESCRIPTION The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks applicants for an Administrative Assistant to perform clerical and administrative work for the Vice Chair for Research and in the Children’s Health Research Center (CHRC). This position is onsite Monday through Friday, and is not available for remote work. The successful candidate will exercise sound judgment, maintain a high level of professionalism and confidentiality, and effectively manage multiple priorities in a fast-paced academic medical environment. This position requires regular onsite collaboration with faculty, staff, and departmental leadership. Exceptional organizational, communication, and customer service skills are essential, along with the ability to work collaboratively while following established policies and procedures. The Department of Pediatrics is committed to fostering a collaborative, inclusive, and learning-oriented workplace where employees are encouraged to grow professionally while contributing to the department's missions of patient care, education, research, and service. This position offers the opportunity to work alongside dedicated colleagues in a supportive environment that values teamwork, innovation, accountability, and continuous improvement. For more information on the Department of Pediatrics, visit our website: https://med.virginia.edu/pediatrics. The Administrative Assistant will report to the Vice Chair for Research and be an integral part in supporting research at the Departmental level. The successful candidate will be expected to: Provide administrative support to ensure efficient operation of the CHRC offices and labs. Be a detail-oriented individual with excellent communication skills and the ability to multitask effectively. Maintain professional conduct both virtually and in person. Type memos, correspondence, forms, and technical or confidential reports. Manage and update research-related websites for the Department, including the CHRC website and the internally facing Pediatrics research resource website. Receive and screen incoming calls and mail, answer routine inquiries, and route calls to the appropriate individual. Maintain calendars. Schedule and confirm appointments, meetings, and travel arrangements. Procurement for CHRC and P-card responsibilities. Order office/lab supplies as needed. Become familiarized with locations and specifics of all Pediatric laboratories in the CHRC. Maintain training logs, learn how to use certain equipment, and point people to the location of said equipment. Event Coordination such as, but not limited to: Houston Lecture, Research Day, Seminar Series, philanthropy and outreach events, and research faculty interviews. Space management and office set up for new faculty. Assist with onboarding of research faculty and lab personnel, including touring facilities and showcasing the locations of shared resources in the CHRC. Greet and screen visitors and provide customer support, as needed. Edit faculty CVs as needed/requested. This position may require walking extended distances to support event setup and other job responsibilities. All other duties as assigned: In addition to the above job responsibilities, other duties may be assigned. This position’s divisional support and duties may change as needed. 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 as departmental needs evolve. Responsibilities may be adjusted over time to align with changing departmental priorities, operational needs, and strategic initiatives. While primary responsibilities are defined, this position is expected to demonstr…

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