The Division of Perceptual Studies (DOPS) at UVA’s School of Medicine (SOM) seeks an Administrative Coordinator to support the administrative director and research team with efficient, effective, and accurate support. This is a 30-hour/week, in-person role located in the Division’s downtown Charlottesville office. DOPS is the most productive university-based research group in the world dedicated to the scientific study of extraordinary experiences of human consciousness, and this is a unique opp... more details
The Division of Perceptual Studies (DOPS) at UVA’s School of Medicine (SOM) seeks an Administrative Coordinator to support the administrative director and research team with efficient, effective, and accurate support. This is a 30-hour/week, in-person role located in the Division’s downtown Charlottesville office. DOPS is the most productive university-based research group in the world dedicated to the scientific study of extraordinary experiences of human consciousness, and this is a unique opportunity to join a dynamic and dedicated team.
The successful candidate will provide general administrative coordination for DOPS operations including, but not limited to: general office and facilities oversight, expense tracking and budgeting, financial reporting, occasional event and meeting coordination, communications support, electronic file maintenance, written correspondence, and administrative support for grants, finance, meetings, travel and special projects as needed.
The duties require broad and comprehensive competencies and acquired knowledge of organizational policies and practices.
Specific responsibilities include:
- General administration (approximately 20%): correspond and coordinate with colleagues, university partners, and stakeholders; arrange and provide logistical support for on-site meetings and events, grants, employee onboarding, and visa document preparation; maintain shared files including the DOPS employee manual; support student worker and volunteer oversight; and complete other tasks as needed.
- Communications (approximately 20%): collaborate with colleagues, students, and volunteers to maintain and improve DOPS social media accounts and website; help maintain shared files documenting researcher activities; support the creation and editing of marketing materials, press releases, and electronic newsletters; provide logistical support for occasional online events; support collaboration between research team and Newswise; and complete other tasks as needed.
- Fiscal support (approximately 20%): monitor monthly account balances and manage costing allocations; prepare invoices and purchase requisitions; process reimbursements; prepare monthly reconciliations; participate in annual budget preparation; manage staff discretionary budgets; provide quarterly financial reports including spend reports and budget projections; purchase supplies, pay monthly rent, and process purchases on p-card; deposit checks and maintain accurate donation records; and complete other tasks as needed.
- Office management (approximately 15%): greet and orient visitors; answer phones; sort and open mail; order and maintain supplies; maintain facilities and place maintenance work orders; maintain key inventory and monitor parking needs and usage; maintain calendars/room reservations; schedule and provide logistical support for meetings and events; and complete other tasks as needed.
MINIMUM REQUIREMENTS
Education: High School Diploma
Experience: At least four years experience
Preferred Qualifications
- Experience working in a higher education setting.
- Proficiency in Microsoft Office applications, videoconference, and webinar tools.
- Experience with Workday, UBI/Qlik Sense.
- Experience working with communications tools including MailChimp and Wordpress.
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.
This is a restricted position and is dependent upon project need, availability of funding and performance. For more information on the benefits at UVA, visit https://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.
TO APPLY
Please apply through Careers at UVA, and search for R0062154. Internal applicants must apply through their UVA Workday profile by searchinFind Jobs'. Complete an application online with the following documents:
Applications that do not contain all required documents will not receive full consideration.
References will be completed via UVA’s standardized process Skill Survey during the final phase of the interview process. For questions about the application process, please contact Jeremy Brofft, Senior Recruiting Specialist at xmf9ad@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.
