Administrative Coordinator, Department of Neurology

• The Department of Neurology at the University of Virginia (UVA) School of Medicine is seeking an Administrative Coordinator to complement our administrative team.
• This position provides comprehensive administrative and operational support for a multi-divisional office environment.
• This position is responsible for coordinating daily administrative activities, managing schedules and travel logistics, supporting faculty operations, and ensuring efficient workflow across multiple divisions and outreach clinics.
• What We Are Looking For We are seeking a highly organized and adaptable professional who thrives in a fast-paced, dynamic environment.
• This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities effectively.
• The ideal candidate will demonstrate excellent written and verbal communication skills, maintain professionalism and sound judgment when handling confidential information, and work successfully both independently and collaboratively.
• This individual will provide general administrative support, manage competing responsibilities with efficiency and accuracy, and perform additional duties as assigned to support departmental and organizational goals.

Responsibilities

Coordinate and manage complex calendars, appointments, meetings, and scheduling for faculty and divisional leadership. Prepare, update, and maintain faculty curriculum vitae (CVs) and professional documentation. Process reimbursements, travel expenses, and related financial documentation in compliance with organizational policies. Organize and coordinate divisional meetings, including scheduling, agenda preparation, meeting materials, and follow-up communications. Maintain and update divisional databases, records, and administrative files. Coordinate outreach clinic activities, including travel arrangements, transportation logistics, clinical preparation, and related administrative support. Upload and maintain outreach clinic medical records (MRs) and other required documentation in designated systems. Maintain faculty platform profiles, licensing information, certifications, and annual professional memberships. Monitor licensure renewal deadlines and ensure timely completion of required documentation. Coordinate conference travel, registrations, itineraries, and related accommodations for faculty and staff. Plan and facilitate faculty candidate interview visits, including scheduling interviews, preparing itineraries, coordinating accommodations, and serving as host/chaperone during interview activities. Plan and facilitate invited guests and speakers, including scheduling faculty interviews, preparing itineraries, coordinating accommodations, serving as host/chaperone, facilitating any needed reimbursement, organize any plaque or certificate to be provided for the guest. Serve as a liaison between faculty, staff, departments, external organizations, and clinic partners, including managing attorney communications for legal reviews and their billing invoices.