Executive Assistant / Coordinator for Department of Emergency Medicine

The Department of Emergency Medicine is seeking an individual interested in joining our administrative support team as an Executive Assistant (EA) Coordinator at the University of Virginia (UVA). The Department of Emergency Medicine supports UVA Medical Center as a Level I Trauma Center. UVA Emergency Departmentcares for over 70,000 patients per year, has 80 private patient rooms, 45,000 square feet, and designated treatment areas for pediatrics, trauma/resuscitation, and behavioral health. The ED includes adult and pediatric services, active air and ground transport programs, and is supported by a poison control center.

The Executive Assistant Coordinator position provides advanced, diversified, and confidential support to the Office of the Executive Leadership of the Department of Emergency Medicine with primary focus on the Chair of Emergency Medicine and Chief Operating Officer. The EA will professionally represent the department to internal and external constituents and maintains strong relationships with executive assistants across the UVA Health System, UVA Grounds, and other agencies and organizations. The EA anticipates the needs of the leaders within the department and acts proactively.

Key Areas of Focus

Office Management

• Understands the critical priorities and tasks of the office.
• Actively participates as a member of the administrative support team to identify common threads and make connections between meetings, tasks, and people to anticipate needs.
• Exercises excellent judgment, prioritizing tasks, resolving conflicts, addressing problems, and handling details independently.
• Builds trusting and collaborative relationships with other administrative teams.

Calendaring

• Coordinates the busy and shifting calendars of the leaders within the office.
• Proactively ensures maximum effectiveness in the daily calendar by considering urgency, attendees, location, and topics.
• Understands when meetings are necessary and when to preserve work time.
• Anticipates and suggests alternatives such as conference calls or Zoom meetings, if appropriate.
• Knows who must attend meetings and who can be optional.

Meeting Preparation

• Ensures the executive leaders within the department are fully prepared for each day and meeting.
• Collects, prepares, and distributes briefing materials, including agendas.
• Prepares and compiles executive summaries, reports, and other documentation that are clear, concise, accurate, and comprehensive.

Travel Arrangements

• Supports as back up in researching and supporting travel options, including flights, hotels, and local transportation.
• Calendars and tracks travel options and books final arrangements.
• Assists with managing expense reports and reconciles travel and expenses.

Event Coordination

• May plans special events, activities, and meetings requiring coordination of AV, food, budget limitations, and space and travel planning as well as other tasks.

Additional Areas

• Assist with tracking, initial drafting, reviewing, and obtaining signatures for files, records, actions, and other documents pertaining to Clinical Staff actions, Human Resources, supplies, equipment, and other work on behalf of the department leadership and executive leadership.

Qualified Candidates must have a high school diploma with at least six years of experience, a bachelor's degree may substitute for experience. Preferences will be given to candidates within human resources, academic healthcare and supporting complex calendars with use of Microsoft Office suite.

For additional information about the position, please contact Dan Griffith, DHA, MBA, at dag8j@uvahealth.org.

This position is located in-person in Charlottesville, VA.

This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

This position will remain open until filled. Review of Applicants will be rolling until filled. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

To Apply:

Please apply through the UVA Career's Page, and search for R0066787. 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 Skill Survey during the final phase of the interview process.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville andhttps://embarkcva.com/.

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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.