Administrative Specialist, Department of History

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 28,000 - 30,000; Part time

Benefits offered by this job

Benefits

Job summary

The Corcoran Department of History at the University of Virginia seeks applications for an Administrative Specialist to provide part-time administrative support to a busy department. Working collaboratively with department staff, faculty, and students, this position helps ensure effective and well-coordinated day-to-day departmental operations.

The successful candidate will be an organized, adaptable, and service-oriented professional who is skilled at multi-tasking and building strong working

Qualifications

• Strong organizational and multi-tasking abilities
• Excellent interpersonal and written/verbal communication
• Ability to build relationships with faculty, staff, students
• Discretion with confidential matters and detail-oriented
• Willingness to learn university-specific systems (e.g., Workday)

Responsibilities

• Answer phone calls, process mail, stock supplies, and maintain office equipment
• Coordinate building access, keys, and facilities maintenance requests
• Prepare correspondence and maintain files and records
• Moderate department listservs, calendars, and reservations
• Support meetings, events, travel, catering, and logistics
• Assist with onboarding/offboarding of students and faculty
• Possible support for department chair/committees as needed
• Provide general administrative support to faculty as needed
• Additional duties may be assigned based on departmental needs

Skills

Organizational skills

Multi-tasking

Interpersonal skills

Written and verbal communication

Relationship building

Adaptability

Discretion

Willingness to learn Workday

Education

High School Diploma or Equivalent

Tools

Workday

Job description

The Corcoran Department of History at the University of Virginia seeks applications for an Administrative Specialist to provide part-time administrative support to a busy department. Working collaboratively with department staff, faculty, and students, this position helps ensure effective and well-coordinated day-to-day departmental operations.

The successful candidate will be an organized, adaptable, and service-oriented professional who is skilled at multi-tasking and building strong working relationships with faculty, staff, and students.

Responsibilities

• Answer phone calls; process incoming and outgoing mail; order and stock supplies; maintain office printers, copiers and equipment; keep tidy departmental common areas
• Place facilities maintenance work orders; Zoom phone requests; coordinates building access and keys
• Prepare correspondence; maintain files and records, including record retention and destruction
• Maintain and moderate department listservs; maintain department calendars and approve reservations; coordinate office hours listings
• Support meetings and events, including travel, catering and logistics
• Assist with student and faculty onboarding and offboarding tasks
• May occasionally support department chair and department committees
• May occasionally support department marketing and communications (website updates, flyers, etc.)
• Provide general administrative support to faculty as needed
• Additional duties may be assigned based on departmental needs.

Minimum Qualifications

Education: High School Graduate or Equivalent.

Experience: No experience required.

The successful candidate will bring:

• Strong organizational skills and the ability to multi-task effectively across multiple areas and competing deadlines
• Comfort operating in a dynamic, fast-paced environment with shifting priorities
• Excellent interpersonal skills and the ability to build and maintain strong working relationships with faculty, staff, students, and university partners
• Sound judgment, discretion, and attention to detail, particularly in handling confidential matters
• Strong written and verbal communication skills
• Proficiency with standard office software; willingness to learn university-specific systems (e.g., Workday)

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 - $22.00 per hour.

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.

This is a part-time role at 20 hours (0.5 FTE) per week.

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.

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

For questions about the application process, please contact Karon Harrington, [e-mail].

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.