Executive Assistant to the Dean, School of Medicine

Requisition: R0088543 | The University of Virginia seeks an Executive Assistant to support the Dean of the School of Medicine (SOM) onsite in Charlottesville, VA, providing senior-level administrative support to SOM and UVA Health leadership. This is a non-exempt, benefited position requiring full on-site presence.

About the role

The incumbent will be an integral part of a highly valued team, performing advanced, diversified, and confidential administrative duties that require broad experience, comprehensive knowledge of organizational policies, and high-level discretion in handling sensitive, timely information.

Responsibilities

• Effectively oversee management of the Dean’s calendar, scheduling meetings and coordinating group meetings for leadership.
• Draft and oversee correspondence.
• Partner with internal stakeholders; participate in meetings with agenda development, meeting summaries, and project management.
• Serve as the initial contact for students, staff, and faculty contacting the dean’s office.
• Screen telephone calls, visitors, and appointments; provide information or referrals; open, read, and screen mail.
• Respond to routine correspondence and emails as instructed.
• Serve as liaison with University leadership, assisting in relationship building with various constituents and leadership offices.
• Oversee progress of projects, action items, and strategies emanating from the School of Medicine dean’s office.
• Coordinate meetings as directed, including preparing agendas, identifying participants, and collecting, preparing, and distributing briefing materials.
• Plan and arrange travel, including preparing and reconciling expenses.
• Assist in managing expense accounts and budgets.
• Organize and maintain the dean’s office files (electronic and paper) ensuring materials are readily accessible.
• Organize special events such as retreats, lunches, logistics for Dean’s meetings, and other events as directed.
• Manage the flow of information to and from the dean’s office for all venue types (forums, correspondence, speeches, conferences, retreats, etc.).
• Prepare and distribute announcements to faculty and staff; maintain listserv(s) and email contact groups.
• Assist in coordination of recruiting efforts for the Dean.
• Maintain and update the Dean’s curriculum vitae and other documents.
• Perform editorial review for a variety of academic documents (manuscripts, presentations, grant files, etc.) as needed.
• Perform a variety of administrative duties requiring detailed understanding of organizational operations, policies, procedures, and structures.
• Other duties as assigned.

Minimum Qualifications

• Education: Bachelor’s degree or equivalent combination of education and related experience.
• Experience: 3+ years of relevant experience.

Preferred Qualifications

• Previous experience providing high-level executive administrative support to senior leadership, preferably within higher education or a similarly complex organization.
• Demonstrated ability to manage complex calendars, coordinate meetings, arrange travel, and prioritize competing demands on an executive’s time.
• Proven ability to anticipate executive needs, take initiative, independently resolve problems, and proactively identify opportunities to improve administrative processes.
• Experience coordinating high-level meetings, special events, and projects involving multiple stakeholders.
• Proficiency with Microsoft Office Suite and familiarity with administrative systems and technology commonly used in higher education.

Skills & Attributes

The ideal candidate will be highly professional with excellent people skills, flexible, composed under pressure, and extremely efficient with time management and work product delivery.

Physical Demands

Primarily sedentary work involving extensive use of desktop computers. Occasional travel to attend meetings and programs is required.

Pay

Salary range: $33.65 – $38.46 per hour ($70,000 – $80,000 annually), commensurate with education and experience.

Schedule & Work Location

Non-exempt, benefited position based in Charlottesville, VA; must be performed fully on-site. Background checks and pre-employment health screenings are required for all new hires. This position does not offer immigration sponsorship.