PHYS – Administrative Coordinator

The Department of Physics at the University of Virginia (UVA) College and Graduate School of Arts & Sciences seeks applications for an Administrative Coordinator. For more information about the Physics department visit https://www.phys.virginia.edu/  .

Physics is the most fundamental of the sciences in advancing the frontier of scientific knowledge. The Physics department strives to advance the understanding of physics and the physical world around us, through programs in fundamental and applied research, global dissemination of scientific knowledge and literacy, and quality undergraduate and graduate education. To this end, the department aspires to enhance its reputation through engagement and leadership in nationally and internationally renowned research programs; publications in high-impact journals; superb education and mentoring; its efforts to promote and advance diversity, equity, and inclusivity, and its commitment to outreach.

Graduate education is a critical aspect of the department’s mission. Graduate students are the next generation of scientists and teachers who will play crucial roles in industry, academia, and the security of the nation. The department strives to challenge students to reach their full potential as research scientists, while at the same time providing the support and resources needed to ensure success. As for the undergraduate program, the department has a strong culture of advising, teaching, and mentorship, striving to merge a student experience similar to that obtained at a liberal arts college with that of a world-class research university. The department provides numerous opportunities for undergraduates to participate in independent research in close contact with faculty. The education and advising objectives are regularly reviewed to ensure that students’ academic, personal, and career concerns and needs are addressed.

Administrative Coordinators typically support a composite of several operational functions including procurement, academic support, student services, communications and other administrative functions. They are able to independently understand and interpret policy and use judgment to perform their duties.

This position serves as the administrative assistant to the Director of Undergraduate Programs as well as being the first point of contact for faculty, staff, students and visitors. This position will organize the general administrative support for the Physics department as well as provide office reception assistance to faculty, staff, students and visitors. The incumbent will administer the student course transactions for Undergraduate programs and serve as event coordinator to organize graduation, conferences, and various functions publicizing events as needed.

The successful candidate will be expected to:

• Support the ongoing operations, including special projects of an organization. Perform a variety of duties requiring an understanding of organizational operations, procedures, and personnel.
• For fiscal support, may purchase supplies and process purchases on pcard.
• For academic and student support, may collect and record student grades, distribute course and exam materials, assist students with academic program questions and assist faculty.
• May provide logistical support for search committees.
• For general administrative support, may answer phones, open mail, order supplies, maintain facilities, prepare correspondence, maintain calendars, and schedule meetings.
• May coordinate activities with internal and external customers, arrange meetings and special events, coordinate travel arrangements, and maintain records.
• In addition to the above job responsibilities, other duties may be assigned.

Qualified candidates must have:
Education: High School Diploma
Experience: At least one year of experience
 

Preferred experience: Experience in a support capacity in an academic environment 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.

To Apply:

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs”, and search for R0057715

Process for External Applicants:

Please visit UVA job board at https://uva.wd1.myworkdayjobs.com/UVAJobs and search for R0057715

Complete an application online with the following documents:

• CV

• Cover Letter

• Contact information for three references

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.

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.