Administrative Assistant, Booker House

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 27,552 - 33,062; Full time

Benefits offered by this job

Benefits package

Job summary

The Rector & Visitors of the University of Virginia seeks an Administrative Assistant to support the Provost's Office, handling front desk duties, scheduling, travel arrangements, and confidential tasks with professionalism and discretion.

This on-site, non-exempt position offers a collaborative environment, potential growth, and UVA benefits. Anticipated start in September 2026. Compensation ranges from $20.00 to $24.00 per hour, commensurate with experience.

Qualifications

• Education: High School Diploma or equivalent.
• Experience: 1+ year of relevant experience.
• Customer service in a professional setting.
• Scheduling meetings and managing calendars.
• Ability to learn new software quickly.
• Strong organizational and time management skills.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Answer phones, route calls, and greet visitors.
• Triage constituent and staff needs and coordinate timely responses.
• Maintain shared personnel lists and electronic resources with accuracy.
• Process mail, packages, and ensure appropriate invoices.
• Monitor office spaces and equipment; submit maintenance requests.
• Schedule meetings, plan calendars, and take minutes as needed.
• Arrange business travel and reimbursements.
• Provide back-up administrative support as required.

Skills

Customer service

Calendar management

Microsoft Office

Time management

Organization

Education

High School Diploma

Tools

Outlook

Word

Excel

PowerPoint

Job description

The Office of the Executive Vice President and Provost at the University of Virginia seeks candidates for the position of Administrative Assistant. The individual in this role functions as a member of a larger team of professional staff and will undertake various responsibilities that require professionalism, collaboration, initiative, attention to detail, and discretion in handling confidential and sensitive information.

This is an excellent opportunity for an individual who is seeking professional growth in an often fast-paced and always supportive environment. Individuals new to higher education and/or office environments who are looking for a growth opportunity are encouraged to apply.

The Provost's Office advances academic excellence at all levels of the University and works with the other executive offices to set University priorities. As the chief academic officer, the provost is responsible for UVA's teaching, scholarship, and research at the schools, library, art museums, numerous centers and institutes, and foreign study programs, as well as faculty recruitment and retention. Learn more about the office on our website.

Responsibilities

This position provides primary coverage to the Booker House front desk and plays an important role in ensuring office operations function in a professional and predictable manner. The incumbent represents the Office of the Provost to visitors and staff with professionalism and care; answering phones, routing calls as appropriate, and greeting visitors. This position is responsible for and must take ownership of triaging constituent and staff needs, making referrals as needed, and/or coordinating appropriate action for a timely response. This position can expect to interact with faculty, staff, students, parents, alumni, and community members on a regular basis.

In addition, this position works collaboratively and respectfully to ensure that public and shared spaces are orderly and well-maintained, triages space, shared equipment, and shared resource needs and issues, and tracks parking and conference room calendars to mitigate conflicts.

The administrative support responsibilities associated with this position often shift in response to the overall needs of the office. Typical responsibilities include:

• Maintaining shared personnel lists, and other electronic resources, with a high degree of accuracy, attention to detail, and timeliness.
• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.
• Providing general clerical coordination to support office operations including receiving and distributing mail and packages and ensuring order confirmations and invoices are properly directed.
• Monitoring the functionality and condition of office spaces and equipment and submitting and tracking requests for maintenance, recycling/trash pick-up, and repairs as needed.
• Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.
• Tracking office supplies to par, working with colleagues to order supplies and/or making recommendations for orders as needed.
• Managing senior staff members' calendars (helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; collecting and then provisioning background materials in advance or post hoc as appropriate).
• 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.
• Providing back-up administrative support for scheduling, meeting coordination, and calendar management as assigned.

Minimum Qualifications

Education: High School Diploma or equivalent required.

Experience: 1+ year of relevant experience required.

Preferred Qualifications

• Experience providing customer service in a professional setting.
• Experience scheduling meetings and managing calendars.
• Ability to learn new software and systems quickly.
• Strong organizational and time management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

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.

Salary Range:

$20.00 - $24.00 per hour, commensurate with experience.

Anticipated Start Date:

September 2026

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

The position will remain open until filled.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.
• This position will not consider candidates who require immigration sponsorship now or in the future.

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.