Senior Medical Office Coordinator
Job ID: R0037825 | Health Services Administrative | Full Time | Charlottesville, VA
The Department of Orthopaedic Surgery, University of Virginia School of Medicine, seeks applicants for a Senior Medical Office Coordinator to join its administrative team.

The successful candidate will be responsible for providing high-quality administrative assistance to multiple physicians and physician assistants in the following aspects, including prioritizing complex issues, maintaining strict confidentiality, and performing advanced administrative and office support duties at the highest level.

  • Establishes new meetings based on provided details. Cancels or reschedules meetings when requested. Maintains detailed and accurate calendar for multiple physicians, including prioritizing requests for appointments, screening calls, arranging conference calls, and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meeting and engagements are planned based on priorities of the faculty and the department.
  • Generates documents and reports based on provided guidelines. Gets input when a problem or issue is of a medical nature. Works independently and uses own initiative to make judgments and decisions. Uses good judgment daily in decision-making and prioritizing duties, including scheduling meetings, dictation and transcription, reimbursing expenses, directing visitors, answering telephones, making reservations, mail, correspondence, etc. Handles crisis or urgent matters appropriately.
  • Manages patient legal case workflow between physicians and attorneys. Manages inquiries, scheduling, billing, and collection for legal meetings, depositions, and trials.
  • Prepares confidential correspondence, including letters of recommendation, etc., and sends to outside physicians and internal and external stakeholders.
  • Maintains knowledge of departmental, school, and university administrative policies and procedures.
  • Organizes and triages phone calls appropriately. Takes accurate and complete messages that include relevant information to allow direct and efficient responses, and communicates instructions and requests with various physicians, PAs, clinic staff, attorneys, etc.
  • Serves as back-up for medical paperwork completion. Interprets clinical information in patient chart and transcribes into medical forms. Documents actions and telephone calls in Epic relating to patient calls and medical paperwork as appropriate.
  • Serves as back-up for referral letters. Utilizes Epic medical records to forward office notes to external medical providers.
  • Transcribes and edits dictated correspondence.
  • Manages expenditures for physicians and PAs, to include making travel arrangements and processing reimbursements, purchase orders, and payment vouchers.
  • Maintains a comprehensive filing system for correspondence, reports, and records.
  • Keeps assigned physicians' and PAs' CVs current.
  • Organizes and expedites workflow of special projects, and initiates follow-up action appropriately.
  • Acts as a resource to faculty and administrative manager in preparing Promotion and Tenure applications.
  • Handles special and ad hoc support responsibilities and projects specific to the areas of responsibilities.

This is a restricted position contingent upon the continued availability of funding.

Required Qualifications
  • Education: High school diploma required. Bachelor's degree substitutes for experience minimum.
  • Experience: Five years of medical office experience required.

Preferred Qualifications
  • Computer Applications: Familiarity with Microsoft Excel, Outlook, PowerPoint, Word, Epic, Zoom, and TravelUVA.

Knowledge, Skills, and Abilities:
  • Ability to represent assigned physicians and PAs, and effectively communicate with senior leadership, faculty, and staff and external constituents in a professional, confidential manner.
  • Ability to multitask in a demanding and complex environment.
  • Ability to work independently or as part of a team with minimal supervision.
  • Ability to work with and maintain confidentiality of patient information.
  • Considerable knowledge of medical terminology and transcription technology.
  • Must possess excellent interpersonal, organizational, 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 faculty members' and patients' needs and respond accordingly.
    • Utilizes Epic medical records to forward office notes to external medical providers.
    • Ability to interpret/communicate information in patient chart during patient phone calls.
  • Ability to create, compose, and edit written materials, maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem-solving techniques to analyze and resolve complex situations.
  • A minimum of 4 years of administrative support experience to an executive-level position.
  • Ability to manage multiple tasks in a fast-paced, demanding and complex environment.
  • Ability to work well as a team member, as well as independently with minimal supervision.

This is a restricted position contingent upon the continued availability of funding.

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.




Charlottesville, VA 22903

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