Back to search results Previous job Next job

JOB DESCRIPTION

The University of Virginia's School of Medicine Department of Plastic Surgery; Maxillofacial and Oral Health seeks a Senior Level Administrative Assistant to provide high-level administrative and operational support to our faculty and department leadership. This position serves as a central point of coordination among the Chair, departmental leadership, faculty, staff, trainees, university officials, clinical partners, and external stakeholders. The Sr. Administrative Assistant manages complex scheduling, communications, meetings, travel, correspondence, and administrative priorities while exercising discretion, sound judgment, and a high degree of professionalism. The position supports the faculty's academic, clinical, research, and administrative responsibilities. The Sr. Administrative Assistant is responsible for providing comprehensive administrative support within a complex academic medical environment. The position applies specialized administrative knowledge and organizational skills to coordinate daily operations, anticipate needs, resolve routine issues, and facilitate the faculties priorities.

Primary responsibilities include:

Develop and maintain effective administrative processes that improve communication, coordination, and operational efficiency. Manage faculty's complex and frequently changing calendar, including prioritizing meeting requests, identifying scheduling conflicts, and coordinating across university, health system, and external organizations. Coordinate travel arrangements, itineraries, registrations, reimbursements, and related documentation. Serve as a primary administrative liaison between the faculty and departmental leadership, staff, philanthropic groups, university offices, clinical partners, and external stakeholders. Prepare agendas, meeting materials, briefing documents, presentations, correspondence, reports, and minutes. Receive and respond to inquiries, independently addressing routine matters and appropriately directing or escalating sensitive or complex issues. Coordinate donor communications, meetings, events, and stewardship activities. Maintain organized donor and prospect Prepare donor acknowledgments, thank-you letters, and gift receipts. Process charitable gifts, pledges, and matching gift documentation. Generate fundraising reports, donor lists, and campaign tracking metrics. Assist with prospect research and donor background information gathering records, files, contact lists, and administrative documentation in accordance with university policies and retention requirements. Provide administrative support for departmental projects and strategic priorities as assigned. The position requires the ability to manage multiple competing priorities, work effectively with limited supervision, and adapt to changing departmental needs. The Sr. Administrative Assistant must be a team player who collaborates effectively, supports shared goals, contributes wherever needed, and builds positive working relationships across the department and organization. The successful candidate is expected to demonstrate initiative, attention to detail, responsiveness, diplomacy, sound judgment, and a strong commitment to professional service.

Minimum Requirements Education:

High School Graduate or equivalent required.

Experience:

3+ years relevant experience required. Preferred Qualifications Experience supporting senior leadership in a university, academic medical center, healthcare organization, or similarly complex environment. Experience managing complex executive calendars and coordinating meetings involving multiple senior-level stakeholders. Strong written and verbal communication skills. Demonstrated ability to exercise sound judgment and maintain confidentiality. Excellent organizational, time-management, and problem-solving skills. Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams. Ability to work independently, anticipate administrative needs, and manage competing priorities under time-sensitive conditions. Experience coordinating travel, preparing executive-level correspondence, and supporting leadership meetings or special events. Familiarity with university or health-system policies, practices, and administrative systems.

Physical Demands :

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range:

Salary will be commensurate with education and experience.

Exemption Status:

This is a non-exempt-level, benefited position. Learn more about UVA benefits .

Work Arrangement :

This position is based in Charlottesville, VA, and must be performed fully on-site. About UVA and the

Community:

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA .

Application Timeline:

Application review will begin after September 9, 2026 but will remain open until filled .

Background Check :

Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.

Visa Sponsorship:

This position will not consider candidates who require immigration sponsorship now or in the future. How to

Apply:

Please apply online , by searching for requisition number

R0087124

. Complete an application with the following documents: Resume Cover Letter Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants:

Search and apply for jobs on the UVA Internal Careers website .

Reference Check Process:

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Department Contact :

For questions about the position, please contact Casey Shaver.

Recruiter Contact:

For questions about the application process, please contact Margaret Weeks . The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment . Apply Now Save Job Job Advanced Widget Company The Rector & Visitors of the University of Virginia Hiring Type Full time Email this job to Your Name Recipient's Email address Submit Success! Your email is on its way... Ok Failure! Email has not sent Ok Get notified for similar jobs You'll receive updates once a week Enter Email address (Required) Activate Manage alerts Failure! Ok Get tailored job recommendations based on your interests. Get Started profile icon Please check your email We have sent you an email to with a link to verify your email address. The link in the email will expire in 4 hours. If you haven't received a verification email Click here to resend You have raised maximum number of resend request Profile recommendations View More Jobs View all jobs See next See even more No recommendations found Similar Jobs Executive Assistant, Senior Location Charlottesville, Virginia, United States of America UVA Medical Center Job Id

R0081191 UVA

Health is seeking a highly organized and proactive Executive Assistant, Senior to provide comprehensive administrative support to an executive leader within the health system. This role is crit... Administrative Generalist, Dept. of Neurosurgery Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087675

The Department of Neurosurgery, at the University of Virginia School of Medicine, is seeking an Administrative Generalist to perform a variety of financial and administrative functions in support o... Dean's Office Administrative Assistant Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087201

The University of Virginia's School of Continuing and Professional Studies (SCPS) seeks a highly skilled, dynamic, and professional Administrative Assistant to support the Dean's Office. The Admini... Executive Assistant, CAPS Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0086196

The University of Virginia's Counseling and Psychological Services (CAPS), a unit within the Department of Student Health and Wellness, is seeking an Executive Assistant. The Executive Assistant pr... Administrative Assistant-Department of Pediatrics Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087673

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks a highly organized and professional Administrative Assistant to provide administrative support across multi... Special Assistant for Operations, External Relations Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087560

External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Special Assistant for Operations. The University of Virginia has a strong and repu... Admin Coordinator/Generalist Department of OBGYN Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087077

The Department of OBGYN is seeking an Administrative Generalist/Coordinator to join our team in support of our expanding clinical, research, education and community missions. This full-time positio... Executive Assistant Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087349

The Department of Physical Medicine & Rehabilitation (PM&R) at the University of Virginia (UVA) School of Medicine seeks applications for an Executive Assistant to join their administrative team to... Executive Assistant and Assistant Director of Administration, Darden School of Business Location Charlottesville, Virginia, United States of America The Rector & Visitors of the University of Virginia Job Id

R0087859

The University of Virginia Darden School of Business seeks an experienced Executive Assistant and Assistant Director of Administration in the Dean's Office. This position supports Darden dean Yael ... See more View Less Jobs See next See even more No recommendations found Jobseekers Also Viewed View More Jobs View Less Jobs See next See even more No recommendations found