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The Office of the Executive Vice President and Provost seeks candidates for an Administrative Generalist position . This position will report directly to the Administrative Operations Manager and i s a member of a larger team of professional staff . This position will take on a broad array of responsibilities that require a high degree of professionalism, collaboration, initiative, attention to detail, and discretion in handling confidential and sensitive information. A s d etailed below, a primary area of responsibility will be the provi si on of exceptional support to the Deputy Provost and Senior Vice Provost for Academic Affairs. For more information about the Office of the Executive Vice President and Provost, visit provost.virginia.edu .
Responsibilities
The right candidate will help ensure that academic affairs and provost office operations function in a professional and predictable manner. As noted above, o ne primary area of responsibility is the provision of exceptional administrative support. This includes, but is not limited to:
- Actively managing one or more executive/senior staff member's calendar. This includes anticipating needs, conflicts, or other problems; analyzing the calendar and suggesting changes that help the senior staff member manage time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; as well as collecting and provisioning background materials in advance; and consulting with the executive/senior staff member afterwards to note and plan follow-up actions.
- Regularly monitoring email, and escalating, delegating, or responding to messages, as appropriate . This requires confidentiality, sound judgment, and strong and collaborative relationships with delegates and other colleagues within and beyond the University.
- 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.
- Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality .
- Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.
- Managing in-person, online, and hybrid events under the direction of the executive/senior staff member or their team. This will include booking venues, catering, and AV support, organizing and sharing agendas and support materials, arranging travel and accommodations for guests, providing reimbursements and honoraria, overseeing on-site needs, and organizing day-of support from other team members as needed.
There will be times when th is position will be required to represent the office to visitors or callers, including greeting constituents/guests, triaging needs, and referring constituents as needed. Th is position is responsible for ensuring timely and appropriate action on requests from faculty, staff, and students along with other stakeholders. This requires tracking requests through to resolution. It may also require a capacity and willingness to research University policies and practices, solicit advice from colleagues within and beyond the Provost's office, and propose appropriate solutions .
Academic Affairs consists of Academic Outreach, the Arts, Enrollment, F aculty Affairs , Global Affairs, Online Education and Digital Innovation. The Office of the Deputy Provost and Senior Vice Provost for Academic Affairs provides leadership in the areas of teaching and learning. Academic Affairs leads and oversees UVA's curriculum, academic planning and program review, and develops and implements strategic policies and practices that define and pursue future academic priorities. These efforts include working with the schools and the faculty on initiatives that enhance the undergraduate, graduate, and professional student experience. Academic Affairs is also committed to acting on the knowledge that diversity, equity, and inclusion are essential components of excellence that strengthen our ability to serve our students, faculty, and community.
Required Knowledge, Skills and Abilities:
- A Bachelor's degree, or significant relevant experience in lieu of a degree, and a minimum of three years' experience in an administrative role is required . Preference will be given to candidates with at least five years of administrative or similar experience.
- Experience with Microsoft office is required . Experience with other computer programs is preferred.
- A high degree of professionalism and the ability to handle confidential and sensitive issues with tact and discretion is required .
Th i s is an exempt, full-time position with benefits. For more information on the benefits at UVA, visit hr.virginia.edu/benefits . A hybrid work schedule may be possible.
The anticipated hiring range is $50,000 to $65,000 commensurate with education and experience. The University will perform background checks on all new hires prior to employment.
Please apply through UVA job board , , and search for R. 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. Candidates should submit all three items as ONE pdf document in the order listed. The reference list should include contact and relationship (i.e., how the applicant knows the individual) information.
For questions about the application process, please contact Ashley Cochran, Senior Recruiter at .
For more information about UVA and the Charlottesville community please see and .
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.