This job family coordinates, integrates and administers a range of diverse administrative or staff functions. Jobs in this group are typically responsible for managing the daily operations and administrative functions of university departments, and include office management, scheduling, and coordination of activities across departments. UVA Administrative staff support strategic goals and ensure smooth university operations.
These roles are responsible for providing administrative services to the organizations schools/units/leadership. Activities may include preparing documents of varying complexity, managing the collection, recording, sorting and filing of data/information, preparing reports, making travel arrangements, arranging appointments/meetings, responding to inquiries.
Responsibilities
Calendaring
- Manage a complex, shifting calendar with exceptional attention to detail and responsiveness.
- Schedule strategically by identifying appropriate attendees and balancing urgency, priorities, and leadership focus time.
- Coordinate across multiple stakeholders and busy schedules with a collaborative and service-oriented approach.
- Ensure reliable follow-through and organization to keep operations running smoothly.
- Primary point of contact for all scheduling matters related to the Office of the EVP.
- Timely, professional communications (email and phone) for all EVP scheduling matters.
Project Coordination
- Coordinate and track small to mid-scale projects, ensuring timelines, deliverables, and stakeholder communications stay on course while proactively identifying risks or bottlenecks.
- Drive cross-functional collaboration by organizing project meetings, preparing materials, capturing action items, and following up to ensure accountability and progress.
- Support executive-led initiatives by conducting research, drafting summaries or proposals, and managing the administrative and logistical components needed to move projects from concept to completion.
Meeting Preparation
- Ensure leader(s) are fully prepared for meetings and daily priorities.
- Prepare and distribute agendas, briefing materials, and supporting documentation.
- Compile executive summaries, reports, and materials that are clear, accurate, and timely.
Front-office Management
- Maintain a strong understanding of the priorities, initiatives, and operational needs of the Office of the EVP for Health Affairs.
- Greet and escort office visitors, ensuring a positive, smooth experience.
- Handle visitor parking arrangements.
- Manage meeting catering arrangements.
- Actively participate as a member of the administrative support team to identify connections between meetings, tasks, people, and communications.
- Exercise excellent judgment by prioritizing tasks, resolving conflicts, addressing problems, and handling details independently.
- Build trusting, collaborative relationships with administrative teams across the Health System, University, and with external partners.
Minimum Qualifications
- Bachelor’s degree and at least three (3) years of experience in administrative functions.
(five (5) years of relevant experience may be considered in lieu of a degree) - Significant experience supporting executive-level leadership.
- Ability to work independently with minimal supervision and strong attention to detail.
- Ability to multitask and meet immediate turnaround requirements in a fast-paced environment.
- Excellent oral and written communication skills.
- Demonstrated ability to maintain confidentiality and uphold office integrity.
Preferred Qualifications
- Strong interpersonal skills, sound judgment, tact, grace, and professionalism when working with diverse constituencies.
- Demonstrated ability to quickly adopt new technology and tools.
Systems & Technology
- Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams)
- Workday, ePro
- Zoom
Work Requirements
- Five days / week in office
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.
The starting base rate for this role is $25.72 hourly. Individual compensation will be determined by the selected candidate's qualifications, previous work experience, and/or education.
Job Profile
J2023 - Administrative Operations Professional 1 (NE)
Career Stream and Level
Professional-P1
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.
