Overview

Job Location:
Charlottesville, VA

The Department of Medicine, Division of Nephrology at the University of Virginia School of Medicine seeks candidates for an Administrative Generalist to work collaboratively as part of an administrative team.  The Administrative Generalists typically support multiple operational, fiscal, and administrative functions. They are able to independently understand and interpret policy and use judgement to perform their duties. The successful candidate will be expected to provide a high level of administrative support to include clinical support, QGenda schedule management, and maintenance of curricula vitae, calendar maintenance, recruitment logistics, pre-and-post travel coordination, correspondence, arrange meetings and seminars, coordinate travel, ordering, account certifications, website upkeep, planning events, expense reports, stocking, and coordinating with intradepartmental collaborators.

The successful candidate will:

  • Provide general administrative support to portfolio of faculty who may have clinical, research, and/or education-related responsibilities.
  • Place and approve orders for department faculty and labs for purchases under $5,000, on grant and non-grant accounts.
  • Check account balances to ensure funds are available to make requested purchases, travel, or professional development expenditures.
  • Process purchase requisitions, purchase orders, travel and expense reports, and accounting adjustments. 
  • Process purchasing card transactions on monthly basis.
  • Advise faculty, staff and students on purchasing, travel and general reimbursements.
  • Provide purchasing documentation to internal or external collaborators as needed. 
  • Communicate with vendors on purchasing transactions and troubleshoot orders, as needed.
  • Support the ongoing administrative functions and operations, including special projects of an organization. May support a unit head, as part of their composite services. Perform a variety of duties requiring an understanding of organizational operations, organizational procedures, and personnel.
  • Formulate decisions and make recommendations regarding planning, organizing, and scheduling work.
  • Maintain calendar support for portfolio of medical faculty, including clinical and academic responsibilities. Experience with Qgenda preferred.
  • Maintain faculty paperwork, including curricula vitae, documentation related to re-appointment and credentialing, and other related activities.
  • May assist on ad hoc with Promotion and Tenure, new faculty hiring and office set-up, and other as-needed activities.
  • For grant administration, may provide administrative support for pre- and post-award at request of Grants and Contracts Administrator.
  • For academic and student support, may communicate with students regarding academic policies and procedures, provide information on course content and availability, and coordinate activities and events for student programs.
  • For human resources, may provide process support to search committees and coordinate successful onboarding of new employees. Prepare new hire paperwork and visa documents. Collect and verify employee payroll and timekeeping records.
  • Answers general questions from employees and refer human resources questions to the appropriate experts.
  • In addition to the above job responsibilities, other duties may be assigned.

Required Knowledge, Skills, and Abilities:

  • Ability to work independently and as part of a team.
  • Strong communication skills, both written and oral.
  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.
  • Experience with Workday Finance is preferred, but not required.
  • Preference will be given to applicants who have worked in a support position in academia, specifically medical academia, and who have experience with UVA current software systems and programs.
  • Preference will be given to applicants with medical practitioner scheduling experience and use of scheduling software or programs.
  • Must be highly organized and have excellent analytical and numerical ability, written, verbal, and interpersonal communication skills.
  • A working knowledge of Microsoft Word, Excel, and Outlook is required.
  • Knowledge of accounting, accounts payable, procurement, and reconciliation.
  • Basic level knowledge of sponsored (grant) funding, and purchasing rules and guidelines
  • Ability to research, analyze, balance, and/or reconcile financial data. Ability to handle multiple, competing, and simultaneous priorities effectively, and to independently research financial processing or process questions and provide appropriate direction and resolution.

MINIMUM REQUIREMENTS

Education: Bachelor's degree
Experience: At least three years of experience. Relevant experience may be considered in lieu of a degree.
Licensure: None

This position will remain open until filled.  This is a non-exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits

This position is a restricted position and is dependent upon project need, availability of funding, and performance. 

This position is located in Charlottesville, VA. 

The University will perform background checks on all new hires prior to employment. 

To Apply:

Please apply through Workday, and search for R0052800.  Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

• CV

• Cover letter

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 regarding the application process, please contact Michelle Johnson, Recruiter, at mdj9w@virginia.edu.

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.