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Administrative and Fiscal Assistant

Employer
University of Virginia
Location
Charlottesville, VA

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Administrative Jobs
Institutional & Business Affairs, Business & Financial Management
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Job location: Charlottesville, VA


Employment Type: Full-time
Posted data: 2019-11-01
Req: R0011049
Administrative Coordinators typically support a composite of several operational functions including fiscal administration, procurement, human resources, academic support, student services, communications, grants administration, and other administrative functions. They are able to independently understand and interpret policy and use judgment to perform their duties.

  • Administrative and Fiscal Assistant at University of Virginia Department of Mathematics provides administrative support to the faculty, who direct the academic mission of the Department of Mathematics. Duties include but are not limited to purchasing, travel, meeting planning, event coordination and execution, large print jobs, and other administrative duties for departmental support. The incumbent provides front desk reception for all inquiries and visitors to the department and provides assistance to the supervisor, department Chair and other staff members as needed.

  • The incumbent generally works independently and prioritizes own work, much of which is driven by the beginning and ending of the academic semesters. The incumbent consults with the supervisor or department Chair when faced with a more challenging problem or situation beyond personal scope of expertise.

  • The Department of Mathematics is seeking a qualified candidate to fill the role of the Administrative and Fiscal Assistant, a candidate with knowledge of office practices and demonstrated skills in handling fast-paced and often competing pressures, who enjoys working independently as a member of a small team.

  • Duties:

    oProvides administrative support for faculty. Assists with meeting planning, special event coordination and execution, printing and copying, and distributing materials. Tracks event budgets. Assists with maintaining departmental website. Procures occasional goods as requested.

    oManages front office duties. Serves as primary point of contact for all visitors to Department of Mathematics by greeting them and setting a positive office atmosphere. Independently answers inquiries by phone, email and in person. Prepares outgoing and sorts incoming mail as it arrives. Performs inventory of office supplies and regularly orders what is needed. Serves as Facility Management liaison.

    oProcesses travel reimbursement requests and honoraria for visiting scholars, conference attendees, and others as needed, and assists with travel arrangements when requested. Tracks special events budget and works closely with faculty and supervisor on any related issues.

    oSeeks advice from supervisor or department Chair when questions arise.

    oThe incumbent consults supervisor concerning the availability of funds on ongoing basis.

  • The anticipated salary range for the position is $19.71 – $21.63/hr.

    This full-time position will remain open until filled.

MINIMUM REQUIREMENTS

Education: High School Diploma or equivalent

Experience: Some – up to 4 years. Minimum of one year experience or working in an administrative support capacity in an office environment, including fiscal related tasks, is required. Additional education may substitute for experience.

Licensure: Driver's licence

KNOWLEDGE/SKILLS/ ABILITIES

oPossess basic knowledge of the University's educational mission, strategic aims, and programs.

oKnowledge of office practices, with demonstrated skill in handling fast-paced and often competing pressures.

oDemonstrate excellent oral and written communication skills in daily interactions.

oAbility to work independently and as part of a team.

oAbility to organize and prioritize work effectively.

oMust have excellent customer service skills and the ability to work with a diverse constituent group and personalities in a productive and patient manner.

oMust have the ability to maintain an accurate filing and record-keeping system.

oMust have the ability to multitask effectively and efficiently in a highly active office environment.

Knowledge of Oracle PO purchaser and UVa Marketplace as well as ChromeRiver is preferred.

PHYSICAL DEMANDS

This Position at times requires the incumbent to remain in a sitting position while entering data on the computer. In addition, the incumbent will be required to unpack shipments of office supply and lift it above head to stock the shelves. It will also require of the incumbent to be able to drive and pick up food for special events, as well as use steps set up and break down after them. All of this requires the use of repetitive motion, use of both hands, use of either hand independently, fine finger manipulation, and wrist movement as well as bending, stooping, standing and lifting.

The University of Virginia, including the UVA Health System and the University Physician’s Group 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, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

Organization

In 1819, the University of Virginia established a new model for intellectual exchange and cross-disciplinary collaboration in higher education. Two hundred years later, as a major research institution, we continue to challenge conventions, lead with ingenuity and advance knowledge for the common good.

What began as an innovative idea has become one of the nation’s leading public research universities, with over 21,000 undergraduate, graduate and professional students. UVA also has over 3,000 full-time faculty offering more than 400 degrees.

Each of the University’s eleven schools has its own distinctive mission, working together to garner consistently high rankings—including #2 Best Value Public College (Princeton Review, 2016), #3 Public University in the Nation (U.S. News & World Report, 2016), and #3 Best Value Among Public Colleges (Kiplinger’s, 2016).  

As we invest in and strengthen our research capabilities, UVA seeks new faculty ready to uncover new insights, rewrite old rules and collaborate on intellectual discoveries.

RESEARCH COLLABORATIONS THAT CROSS DISCIPLINES

As an R1 institution, the University’s research centers, consortia and laboratories are on the leading edge of discovery and technology, offering collaborative spaces for students and faculty to solve global problems.

Our professors are recognized members of major national scholarly and professional organizations, including the National Academy of Sciences and the American Academy of Arts and Sciences. Our faculty’s engagement in interdisciplinary research is being facilitated by new research institutes specializing in everything from big data to brain functioning, and by cluster hires across schools.

NATIONALLY RANKED HEALTH SYSTEM

UVA is also home to a nationally renowned academic medical center and the UVA Health System, which serves a three-part mission to treat patients, conduct translational research and train medical practitioners in a wide variety of disciplines.

Established as the nation’s 10th medical school in 1825, the institution has since grown to include a 612-bed hospital and a Level I trauma center, nationally recognized cancer and heart centers, a Children’s Hospital, and primary and specialty clinics throughout Central Virginia.

The UVA Medical Center is consistently ranked among the nation’s best hospitals by the U.S. News & World Report magazine and has been named among the top 25 percent in seven specialties.

INSPIRING STUDENTS, INSPIRED TEACHING

The vast majority of UVA students come from the top 10% of their high school class, as well as from all 50 states, over 142 countries and a variety of socioeconomic backgrounds. Despite their diversity, all UVA students share a love of learning and a drive to achieve.

One of the reasons students choose Virginia is our unique residential culture. At UVA, the community of students, faculty and staff personifies the Jeffersonian idea that living and learning are connected. The Academical Village was constructed to support a unique residential experience, with faculty living in the Pavilions, students occupying Lawn rooms and the world-famous Rotunda at its heart. The University’s residential culture continues to support this experience today—strengthened by students, faculty and staff rich in backgrounds, ideas and perspectives. Our unique culture is also paying dividends in innovation:  UVA’s faculty have generated more than 130 patents since 2010.

Perhaps most importantly, faculty come to UVA knowing that instruction is as important as research, and they pride themselves on their many teaching awards.  Our best professors look for ways to encourage, mentor and develop tomorrow’s leaders inside and outside the classroom.

LIFE IN CHARLOTTESVILLE

Living in Charlottesville you’ll find sophisticated restaurants, world-renowned wineries and breweries, cosmopolitan arts and music, friendly urban and suburban neighborhoods and a Piedmont landscape that has lured adventurous souls for centuries.  No wonder the U.S. National Bureau of Economic Research named Charlottesville the “happiest city in America” in 2014.

In addition to UVA and its health system, several major employers have facilities in Charlottesville, including State Farm, Northrop Grumman, the U.S. Department of Defense, GE and others.  Charlottesville is also becoming a center for innovative start-up businesses.  The University also actively helps spouses and partners of faculty members build their networks and pursue employment opportunities with a wide variety of area employers. 

The University of Virginia is an equal opportunity and affirmative action employer. Women, minorities, veterans, and persons with disabilities are encouraged to apply. In accordance with the Americans with Disabilities Act Amendments Act of 2008 (ADAAA) and the Rehabilitation Act of 1973, qualified individuals with disabilities are protected from discrimination and may be entitled to reasonable accommodations to assist in their pursuit of employment at the University. This includes assistance in completing the online job application as well as reasonable accommodations during the interview process. Please contact the UHR Service Center: 434.982.0123 orAskHR@virginia.edu to request assistance.

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