Administrative Generalist, Dept. of Neurosurgery

About the role

The Department of Neurosurgery at the University of Virginia School of Medicine seeks an Administrative Generalist to provide financial and administrative support for clinical, research, and education missions. The role supports faculty, trainees, researchers, and administrative leaders within a nationally recognized department, handling competing priorities in a fast‑paced environment. The position is restricted and contingent on continued funding.

Responsibilities

• Assist in submitting grant applications.
• Support grant administration activities, including monitoring funding balances, preparing reports, and facilitating account extensions and closeouts.
• Process invoices, complete purchase orders and requisitions as needed.
• Prepare and process travel reimbursements for department employees.
• Review expense reports.
• Prepare reports as requested to provide balances, expenditures, tracking information, or other summary reports.
• Provide support to the finance team and manager as needed.
• Support administration and maintenance of the department’s scheduling system (Qgenda).
• Coordinate logistics and provide administrative support for departmental educational conferences.
• Assist with processing of visas, observers, and other credentialing.
• Support recruitment activities including development of itineraries and guiding candidates.
• Otherwise assist the admin team and department administrator.

Requirements

• Bachelor's Degree or combination of education and related experience in lieu of a degree.
• 3+ years of relevant experience.
• Primarily sedentary work with extensive desktop computer use; occasional travel for meetings and programs.

Qualifications

• Experience supporting academic medicine, higher education, healthcare, or research environments.
• Experience with grant administration or research support activities.
• Experience with financial reconciliation, purchasing, and expense management.
• Experience coordinating recruitment, credentialing, or visa‑related processes.
• Experience working with enterprise systems and databases.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Teams, Word).
• Experience using scheduling systems such as Qgenda or similar platforms.

Skills

Strong organizational abilities, problem‑solving skills, and capacity to collaborate across clinical, research, and academic settings.

Benefits

Exempt‑level, benefited position; eligible for UVA employee benefits.

Pay

Anticipated hiring salary is $65,000, commensurate with education and experience.

Schedule

Based in Charlottesville, VA; primarily onsite with potential for hybrid work arrangement (1‑2 days/week) after successful onboarding and training. Remote days are based on departmental business needs and supervisor approval.