Senior Administrative Assistant

The Office of Undergraduate Education for the College of Arts & Sciences is seeking applicants for a Senior Administrative Assistant (SAA) . This position joins a team of administrative staff who collectively provide administrative support for the Office of Undergraduate Education and the 11,000 undergraduate students in A&S.

This is a dynamic position in a fast-paced office environment requiring communication and coordination with faculty, staff, and colleagues. The successful candidate will be responsible for providing high-quality administrative assistance including calendar management and scheduling, travel planning, meeting/event planning and preparation, and project support. Sitting at the heart of the University's largest school, the SAA will have an unparalleled opportunity for hands-on learning about higher education administration. The SAA will report to the Associate Dean of Undergraduate Education, who determines specific assignments for the admin team across the Office of Undergraduate Education.

SAA responsibilities include:

• Provide sophisticated calendar management for the busy and shifting office, with good judgment and strong attention to detail
• Coordinate meetings and events, including catering orders and scheduling meeting rooms, locations, etc., to ensure meetings and events meet budgetary and format expectations
• Manage and coordinate projects and applications throughout the academic year, including email and web communication, application/proposal tracking, committee management, and decision notification
• Make travel arrangements and prepare expense reimbursement requests, maintaining appropriate documentation and following required policies and procedures
• Handle internal and external requests, answer the telephone, respond to or triage email inquiries, and complete other duties as assigned for the overall benefit of the Dean's Office
• Work in partnership with the Chief of Staff and Dean's office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars
• Foster a welcoming environment for all faculty, staff, students, and other guests of the Office of Undergraduate Education.
• Attend meetings for the purpose of recording minutes and notes
• Provide back-up support for other members of the admin team
• Other duties as assigned

Successful candidates will demonstrate the ability to:

• Communicate diplomatically and effectively both orally and in writing, with appropriate grammar and usage for an academic office
• Complete tasks accurately with a high attention to detail
• Manage multiple tasks and competing priorities in a timely fashion
• Track projects and ensure that requests for information are met on time
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances
• Exhibit an ability to be flexible, composed under pressure, and consistently professional
• Work independently as well as with diverse team members and stakeholders
• Make decisions based on standard operat ing procedures and policies
• Develop and maintain knowledge of departmental, school, and university administrative policies and procedures

Diversity, inclusion, and equity are core values of the College of Arts and Sciences. Women and underrepresented minorities are encouraged to apply. We are particularly interested in candidates that are effective communicators and have a demonstrated commitment to diversity, equity, and inclusion.

Minimum Requirements

• High School diploma is required.
• At least four years of relevant administrative support experience is required. Bachelor's degree may substitute for years of experience.

Preferred Qualifications

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

This position will remain open until filled. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

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 one remote work day a week.

The University will perform background checks on all new hires prior to making a final offer of employment. This position will not sponsor applicants for work visas.

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:

• 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.
• Resume

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 position, please contact Debbie White daw2jb@virginia.edu or 434.924.2895. For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter, at unw5dq@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, 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.