The Department of Orthopaedic Surgery, University of Virginia School of Medicine, seeks an Intermediate Administrative Assistant to join its administrative team. This position will be located at the UVA Health Orthopaedic Center Ivy Road (OCIR), 2280 Ivy Road, Charlottesville, VA.

The successful candidate will be responsible for providing high-quality administrative assistance including prioritizing complex issues, maintaining strict confidentiality, performing advanced administrative and office support duties at the highest level primarily to the department’s research areas including the Clinical Trials Team at the OCIR, the Motion Analysis Lab on Ivy Road and two research labs in the Aurbach building, as well as providing some general administrative support to the department.

Perform intermediate-level data entry under the guidance of Clinical Research Coordinators. Assist with exempt study IRB completion and filing. Assist with administrative onboarding of research hires and volunteers. Act as a liaison with scheduling team to ensure appointments are scheduled for patients enrolled in trials. Review invoices against budgets to ensure all costs are captured. Responsible for ordering and verifying receipt of research supplies for research staff as requested, as well as supply orders for administrative staff at OCIR.

Work closely with finance staff to assure needed documentation is obtained for account certifications. Processes travel pre-approvals and expense reimbursements for research faculty, staff and students. Assist with research study data entry and UVA database requirements (PaymentWorks, OnCore, CRConnect, Florence E-reg binders, etc.) Assist with scheduling meetings in Outlook (via Zoom or in person). As a function of the location of this job, this position will liaise with the Chair’s Assistant and other staff to communicate arrival of visitors as needed. Generates documents and reports based on provided guidelines. Works independently, and uses own initiative to make judgments and decisions. Handles crisis or urgent matters appropriately. Maintains knowledge of Departmental, School, and University administrative policies and procedures. Maintains a comprehensive filing system for data, correspondence, reports, and records. Organizes and expedites work flow of special projects, and initiates follow-up action appropriately. Assists with faculty renewal letters, and handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities. Other duties as assigned.

Required Knowledge, Skills and Abilities:

• Ability to effectively communicate with senior leadership, faculty, researchers, staff and external constituents in a professional, confidential manner.

• Experience with database management tools, such as Microsoft Excel is required.

• Ability to multi-task in a fast-paced, demanding and complex environment.

• Ability to work independently or as part of a team with minimal supervision.

• Considerable knowledge of medical terminology.

• Must possess excellent interpersonal, organization, analytical and customer service skills (written and oral)

• Meticulous attention to detail.

• Ability to follow instruction, demonstrate initiative and apply both critical thinking skills and analytical thought processes to interpret research needs and respond accordingly.

• Ability to create, compose, analyze, present and edit written materials and financial documents,.

• Maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem solving techniques to analyze and resolve complex situations.

• Ability to work well as a team member, as well as independently with minimal supervision.

Preferred Education: High school diploma. Bachelor's degree substitutes for experience minimum.

Preferred Experience: Four years of administrative support experience in a medical or research setting.

Computer Applications: Microsoft Excel, Outlook, PowerPoint, Word, Familiarity with CRConnect, Epic, Workday, OnCore, PaymentWorks, Zoom.

Application Instructions: Please apply through Workday and complete an application online. Include the following documents:

• A CV/resume

• A cover letter

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.

For questions about the application process, please contact Eric Allen, Academic Recruiter @ uth9qh@virginia.edu . Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy. This is a restricted position contingent upon the continued availability of funding.

This position will remain open until filled.

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.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, i ncluding 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.