Executive Assistant, Public Health Sciences

The Rector & Visitors of the University of Virginia
$62,000 -$72,000
remote work
United States, Virginia, Charlottesville
1215 Lee Street (Show on map)
Feb 11, 2025
The Department of Public Health Sciences (PHS) at the University of Virginia seeks an Executive Assistant. The successful candidate will act as the assistant to the Chair and the Director of Administration, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies, and knowledge of department, school, and university policies and practices. They must exercise discretion in handling confidential, sensitive, and timely information. They prepare meeting agendas, memos, and correspondence; coordinate a busy and shifting office calendar; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. Executive Assistants serve as the primary liaison for the Chair. The successful candidate will be expected to: Anticipate the needs of the Chair and Director of Administration. Review correspondence and draft responses as appropriate, or forward to the appropriate person for response. Manage the calendar of the Chair. Act as a liaison with University leadership, assisting in relationship building with various constituents and leadership offices. Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Track, monitor, and follow the progress of projects, action items, and strategies that emanate from department leadership. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed. Develop memos, communiques, and correspondence. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the Chair, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.). Organize and manage department-led faculty searches, working closely with the Chair and the Search Committee in setting search meetings, developing visit itineraries, and obtaining and organizing feedback. Organize and manage departmental events, including logistics, invitations, and on-site coordination. Manage the faculty annual review (FAR) as well as the promotion and tenure (P&T) process. Arrange FAR meetings with individual faculty and submit final FAR forms. Oversee the P&T timeline, schedule P&T committee meetings, and work with faculty in submitting draft and final P&T documents. In addition to the above job responsibilities, other duties may be assigned. Preferred Qualifications: Independent & Collaborative Work: Ability to work independently and as part of a diverse team in a collaborative environment Organization Skills: Highly organized with the ability to prioritize tasks effectively and demonstrate strong attention to detail Effective Communication: Proficient in both verbal and written communication, ensuring professionalism in all interactions Adaptability: Flexible and able to adapt to changing priorities and handle unexpected challenges with ease Time Management: Efficient in managing schedules and meeting deadlines. Minimum Qualifications: Education: Bachelor's Degree or related experience in lieu of a degree. Experience: At least three years of experience supporting a senior executive. Anticipated Salary: $62,000 -$72,000 annual salary, dependent on experience and qualifications. 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. 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. 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. 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, particularly between the multiple locations of the department (i.e., West Complex and Fontaine). This position is located in Charlottesville, VA and is not eligible for remote work. To Apply: Please apply through Careers at UVA , and search for R0069541. 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. For questions about the application process, please contact Yelena Markazyan, Academic Recruiter at ym3mm@virginia.edu For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://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.