Dean's Office Administrative Assistant

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 30,000 - 42,000; Full time

Job summary

The University of Virginia, via the School of Continuing and Professional Studies (SCPS), seeks an Administrative Assistant to support the Dean's Office, with a focus on calendar management, travel arrangements, and confidential documentation. The role requires discretion, strong communication, and the ability to handle complex logistics in a fast-paced environment.

Responsibilities include coordinating meetings, preparing materials, onboarding initiatives, and maintaining operational dashboards

Qualifications

• Education: High School Graduate or equivalent.
• Experience: 3+ years relevant experience required.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to manage multiple priorities and work independently in a fast-paced environment.
• Excellent organizational, interpersonal, written, and verbal communication skills.
• Discretion and confidentiality with sensitive information.

Responsibilities

• Manage scheduling for the Dean and Dean's Office.
• Coordinate logistics for meetings, retreats, and events.
• Prepare and edit correspondence, reports, and presentations.
• Coordinate travel arrangements and expense reports.
• Monitor communications and route requests appropriately.
• Maintain confidential files and administrative records.
• Support onboarding/offboarding for faculty and staff.
• Support policies and processes, templates, dashboards, and records.
• Record meeting minutes and follow up on action items.

Skills

Multitasking

Organization

Communication

Confidentiality

Attention to detail

Report preparation

Education

High School Diploma or Equivalent

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

The University of Virginia's School of Continuing and Professional Studies (SCPS) seeks a highly skilled, dynamic, and professional Administrative Assistant to support the Dean's Office. The Administrative Assistant provides essential administrative and organizational support to the Dean, Chief of Staff, and Special Assistant to ensure the efficient operation of the Dean's Office. This position is responsible for managing complex schedules, facilitating communication, and supporting strategic priorities across SCPS.

Essential Duties and Responsibilities

Calendar & Scheduling Management

• Manage scheduling and calendaring for the Dean and Dean's Office.
• Coordinate logistics for meetings, retreats, and special events, including SCPS Leaders Meetings, in partnership with the Chief of Staff and Special Assistant.

Administrative Support

• Prepare and edit correspondence, reports, presentations, and other materials for the Dean's Office.
• Coordinate travel arrangements, process expense reports, and manage related administrative tasks.
• Monitor office communications, including phone calls, shared inboxes, mailings, and inquiries, and route requests appropriately.
• Maintain confidential files, organizational charts, contact lists, records repositories, and administrative documentation.
• Handle confidential and sensitive information with discretion and professionalism.
• Provide administrative support for Student Affairs initiative and special projects as needed.

Operations, Events, and Project Coordination

• Serve as the first point of contact for inquiries directed to the Dean's Office, ensuring timely and accurate responses.
• Support the implementation of internal office policies and processes, including employee onboarding and contract agreement tracking.
• Assist with onboarding and offboarding activities for faculty, staff, student workers, and wage employees, including scheduling, documentation, welcome materials, directory updates, and related administrative processes.
• Help maintain and update administrative templates, tracking tools, dashboards, and operational records to support consistency and compliance.
• Provide support for special projects, committees, and strategic initiatives.

Meeting & Event Support

• Support SCPS School Leaders and SCPS Advisory Board meetings by organizing logistics and preparing meeting materials.
• Work with the SCPS Professional and Enrichment Program (PEP) team in the scheduling of yearly Insights & Impacts SCPS Employee professional development day.
• Assist with logistics and operational support for school-wide meetings, advisory board meetings, student and alumni events, orientations, graduation activities, and other Dean's Office initiatives in coordination with the Special Assistant.
• Assist with presentation support, event materials, run-of-show coordination, and on-site event execution.
• Record and distribute meeting minutes, track action items, and follow up on deliverables.

Other duties may be assigned to support the operational needs of the Dean's Office.

Minimum Qualifications

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Preferred Qualifications

• Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.
• Excellent organizational, interpersonal, written, and verbal communication skills.
• Ability to exercise discretion and maintain confidentiality with sensitive information.
• Strong attention to detail and ability to coordinate complex logistics and administrative processes.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to prepare accurate reports, presentations, and professional communications.

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. Occasional evening event support may be required.

Starting Salary: $26.00 per hour, commensurate with experience.

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 is primary performed on-site.

This 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.

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.