Intermediate Administrative Assistant, The Office of the Executive Vice President and Provost

The Office of the Executive Vice President and Provost at the University of Virginia seeks candidates for the position of Intermediate Administrative Assistant. The individual in this role functions as a member of a larger team of professional staff and will undertake various responsibilities that require professionalism, collaboration, initiative, attention to detail, and discretion in handling confidential and sensitive information.

This is an excellent opportunity for an individual who is seeking professional growth in an often fast-paced and always supportive environment. Individuals new to higher education and/or office environments who are looking for a growth opportunity are encouraged to apply.

The Provost’s Office advances academic excellence at all levels of the University and works with the other executive offices to set University priorities. As the chief academic officer, the provost is responsible for UVA’s teaching, scholarship, and research at the schools, library, art museums, numerous centers and institutes, and foreign study programs, as well as faculty recruitment and retention. Learn more about the office on our website.

Responsibilities

This position provides primary coverage to the Booker House front desk and plays an important role in ensuring office operations function in a professional and predictable manner. The incumbent is a member of a larger administrative team, reporting to the Administrative Operations Manager.

The incumbent represents the Office of the Provost to visitors and staff with professionalism and care; answering phones, routing calls as appropriate, and greeting visitors. This position is responsible for and must take ownership of triaging constituent and staff needs, making referrals as needed, and/or coordinating appropriate action for a timely response. This position can expect to interact with faculty, staff, students, parents, alumni, and community members on a regular basis.

In addition, this position works collaboratively and respectfully to ensure that public and shared spaces are orderly and well-maintained, triages space, shared equipment, and shared resource needs and issues, and tracks parking and conference room calendars to mitigate conflicts.

The administrative support responsibilities associated with this position often shift in response to the overall needs of the office. Typical responsibilities include:

• Maintaining shared personnel lists, and other electronic resources, with a high degree of accuracy, attention to detail, and timeliness.
• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality. 
• Providing general clerical coordination to support office operations including receiving and distributing mail and packages and ensuring order confirmations and invoices are properly directed.  
• Monitoring the functionality and condition of office spaces and equipment and submitting and tracking requests for maintenance, recycling/trash pick-up, and repairs as needed.
• Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.
• Tracking office supplies to par, working with colleagues to order supplies and/or making recommendations for orders as needed.
• Managing senior staff members’ calendars (helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; collecting and then provisioning background materials in advance or post hoc as appropriate).
• Arranging business travel. This includes making reservations and conference registrations, preparing travel itineraries with appropriate contact information and directions, as well as processing reimbursements as needed.

Required Knowledge, Skills and Abilities:

• Education: High school diploma required, bachelor’s degree preferred
• Experience: At least one year of relevant administrative experience.
• Experience with Microsoft office is essential. Experience with other computer programs is preferred.

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.

The position will remain open until filled. This is a non-exempt, full-time position with benefits. For more information on the benefits at UVA, visit hr.virginia.edu/benefits . The anticipated hiring range is $18-$22/hour commensurate with education and experience. The University will perform background checks on all new hires prior to employment.

Please apply through Careers at UVA   , and search for R0058048 . Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs’.  

In order to be considered applicants MUST submit: 1) a cover letter; 2) a resume; and 3) a list of three professional references. The reference list should include contact and relationship (ie how the applicant knows the individual) information. Upload all materials in order (1,2,3), into the resume submission field as one merged pdf file. Although multiple documents can be submitted into this one field, we strongly prefer one document.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at [email protected] .

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, 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.