Administrative Support Specialist

Employer
University of Virginia
Location
Charlottesville, VA
Closing date
Oct 21, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support

Job Details

Job location: Charlottesville, VA


Employment Type: Full-time
Posted data: 2021-06-11
Req: R0025439

The University of Virginia Department of Engineering Systems and Environment (UVA ESE), seeks an Administrative Support Specialist. As the home to UVA's recognized undergraduate and graduate degree programs in civil and systems engineering, we are a leader in the study of human and socio-technical systems. Our faculty and students create innovations that will help address society’s most wicked problems, which are often emergent, large scale, and complex in areas ranging from public health to smart cities to environmental resilience. In a rapidly changing world, we believe that a better future is possible for all by training the leaders of tomorrow in a collaborative academic environment that encourages excellence in the classroom and laboratory.

The administrative support specialist performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the Department of Engineering Systems and Environment. Applies independent judgment in the completion of assignments which include handling promotion and tenure, reappointments, obtaining Visas for visiting scholars and coordinating faculty searches. May act as a lead to lower level administrative staff assigned to the department.

The administrative support specialist performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The incumbent must exercise discretion in handling confidential, sensitive, and timely information. Responsibilities include preparing meeting agendas and other correspondence, coordinating a busy and shifting office calendar, anticipating and preparing for leadership activity and meetings, taking initiative for tracking, compiling and preparing meeting agendas, attending meetings for purpose of recording, preparing, and distributing minutes and reports, and completing a variety of non-routine assignments. This role will serve as the records manager for the department.

Responsibilities:

  • Administrative Assistant to the Director of Operations
  • Front desk support
  • Administrative Support
  • Scheduling meetings
  • Promotion and tenure support
  • Facilities management
  • Faculty searches
  • Retrieving mail
  • Answering phones
  • Pay department bills
  • Create purchase orders
  • In addition to the above job responsibilities, other duties may be assigned.

Required Qualifications

  • High School Diploma, with at least one year of administrative assistant experience. Preference will be given to candidates with an associate degree.
  • Must have experience working Microsoft Office.
  • Must have excellent verbal and written communication skills.
  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.
  • Must have experience with managing calendars and coordinating appointments

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.

This position will remain open until filled. This is a Non-Exempt level, benefited position. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu. For questions about the position, please contact Michelle Busby, Unit Administrator Engineering Systems and Environment at mdb7bb@virginia.edu.

How to Apply:

Applications that do not contain all of the required documents will not receive full consideration, please note that multiple documents can be uploaded in the box.

Process for External Applicants: Please apply through Workday, and search for R0025439. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs,” and search for R0025439. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

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.

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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