Job Abstract

The College and Graduate School of Arts & Sciences Dean’s Office seeks candidates for an exciting new role, Senior Administrative Assistant to the Dean. This position will provide exceptional support to the Dean of the College and her staff and reports to the Senior Special Assistant to the Dean.  This role is part of a team that provides direct support to the Dean’s daily operations. Training will be provided for motivated, enthusiastic self-starters, eager to learn the inner workings of higher education. This position is part of a larger team of professional staff and faculty and will take on a broad array of responsibilities that require a high degree of professionalism, collaboration, initiative, attention to detail and discretion in handling confidential and sensitive information. The College and Graduate School of Arts & Sciences is larger than many small colleges and universities, this role offers a unique opportunity to explore all aspects of higher education.

Responsibilities

The incumbent will provide exceptional administrative support that includes, but is not limited to, the following:

• Actively managing one or more executive/senior staff member’s calendar. This includes monitoring to anticipate needs or problems and helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; as well as collecting and then provisioning background materials in advance or afterwards as appropriate.
• Arranging business travel. This includes making reservations and conference registrations, preparing travel itineraries with appropriate contact information and directions, and processing reimbursements as needed.
• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.
• Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.
• Collecting, preparing, and distributing briefing materials for the Dean each week.

In addition, these positions may provide support in several other areas such as:

• Assisting with drafting routine communications.
• Initiating financial transactions (such as purchasing and reimbursements).
• Planning and executing events and/or projects There will be times when these positions will be required to represent the Dean’s Office to visitors/callers, including greeting constituents/guests, triaging needs, and referring constituents as needed or coordinating appropriate action for immediate response (including facilitating availability of respondents).

Minimum Requirements

• High School Diploma
• At least four years of relevant experience. Bachelor’s degree may be substituted in lieu of a degree

Preferred Qualifications

• Bachelor’s Degree
• Experience supporting executive or senior level staff
• Demonstrated proficiency in Microsoft Office applications, including Microsoft OneDrive and Teams
• Demonstrated proficiency in Smartsheet, Visio, Drupal, Qualtrics, and/or Sharepoint

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.

This position is located in Charlottesville, VA.

Work Schedule

Typical work hours are 8:00am-5:00pm with occasional after-hour events. Following a six-month period, this role may be eligible for a hybrid schedule, likely one remote workday a week, dependent on needs of the department and incumbent’s performance.

Anticipated Hiring Range: $50,000 - $60,000 annualized ($24.04 - $28.85 hourly), commensurate with education and experience. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Review of applications begins June 28, 2024. This position will remain open until filled. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

To Apply:

Apply here. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

•              CV

•              Cover letter - describe your interest in this role and how your experience aligns with the position responsibilities, with particular emphasis on your experience working with senior/executive leaders and your ability to work with diverse stakeholders.

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 SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter, at unw5dq@virginia.edu. For questions about the position, please contact Cynthia Flannery at ccf4pd@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.