Job location: Charlottesville, VA

The Office of Sponsored Programs (OSP) seeks applicants for an Administrative Assistant to provide excellent administrative support to OSP and the Research Community. This position needs to independently handle daily routine issues and have the ability to focus and carry out action as needed on those issues.

The Administrative Assistant will serve as the initial contact for phone and walk-in service for the Office of Sponsored Programs (OSP). This role will function as the Administrative Assistant to OSP Leadership and to the professional staff within OSP and the Research Community.

OSP facilitates research administration at the University of Virginia on behalf of the research community. The Office supports research endeavors of the University faculty, ensures the responsible stewardship of research funding, and oversees the submission of proposals, negotiation and acceptance of awards by the University according to the University, State and sponsor guidelines.

Responsibilities:

Administrative Support Duties:

• Serve as the initial contact for the Office of Sponsored Programs when meeting and directing visitors to proper person or location in a professional and courteous manner. Answer the telephone, handle or determine the proper person for routing of call.
• Closely review any documents entering the office to accurately determine the routing process and deadline date.
• Pick-up, sort and distribute the mail to the appropriate person(s) in a timely manner.
• Maintain electronic files and produce reports.
• Prepare and process outgoing mail to ensure prompt delivery via mail, fax or Federal Express. Oversee courier bags.
• Maintain schedules for department personnel.
• Prepare and process documents and correspondence (i.e. letters, reports, subcontracts, spreadsheets, minutes, etc.)
• Create and maintain template files for commonly used form letters.
• Set-up departmental meetings, including preparing any needed support materials.
• Coordinate supply orders for office.
• Coordinate catering orders, as needed.
• Assist with arranging business travel, as needed.
• Provide administrative support for special projects.
• May be required to perform other duties assigned.

Sponsor Check Deposits/GL Entries:

• Responsible for the daily check deposits to include the receiving of the check(s), date stamping the check(s) in and assigning it a unique number, coping check(s) and logging checks into the OSP Receipt log.
• Prepare and process the remote deposit of checks.
• Create a GL entry in Work Day/Oracle systems for the deposit.

Purchasing and Purchase Order Set Up:

• Establish/create new POs for incoming requests.
• Communicate with managers regarding monthly invoices. Pay monthly invoices as received.
• Complete monthly PO reconciliations.
• Close out POs as needed/when applicable.

Qualifications:

Education: High School Diploma required.

Experience: At least one year of relevant experience working as an administrative assistant in a busy and professional office environment required. Experience working in a University office environment or with sponsored programs is highly preferred. Up to four years experience is preferred.

Knowledge/Skills/Abilities: The ability to communicate effectively and display exceptional customer service is required. Strong time management skills. Outstanding organizational skills and the ability to multi-task are essential. Demonstrated ability to carry out basic office support functions, including scheduling of appointments, answering and directing telephone calls, welcoming visitors, preparing documents for signature. Ability to work independently and solve problems within the scope of duties.

Computer Applications: Proficiency with the Microsoft Office Suite, especially Word, Excel and Outlook and the ability to enter data into a database.

Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require walking some distance to attend meetings, and programs.

Anticipated Hiring Range: Commensurate with experience with UVA benefits.

Application:

For questions about the position or the application process, please contact Bethany Case, Academic Recruiter. This position will be onboarded remotely and will work in-office once the University returns to regular operations.

Please apply through Workday, and search for ‘'Administrative Assistant, Office of Sponsored Programs". Complete an application online and attach a cover letter (addressed to Rita Lam) and a CV/resume all into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Employment is contingent on successful completion of a criminal background check.

The University of Virginia, including 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.