Faculty Affairs Administrative Assistant

University of Virginia; Charlottesville (VA); On-site; USD 30,000 - 32,000; Full time

Job summary

The University of Virginia School of Data Science is seeking a Faculty Affairs Administrative Assistant to provide administrative coordination and special project support to advance the School's strategic goals and ensure smooth operations in Charlottesville, VA.

You will work under the Manager of Faculty Affairs and collaborate with the administrative team to handle travel, meetings, purchasing, expenses, and confidential materials, contributing to efficient faculty affairs operations.

Qualifications

• High School Diploma or equivalent required.
• 1+ year of relevant experience required.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to work independently and in a team environment.
• Strong organizational and time management abilities.
• Flexibility and ability to adapt to changes.

Responsibilities

• Coordinate calendaring and general administrative functions for the Office of Faculty Affairs.
• Provide administrative coordination and support for operations.
• Arrange non-grant travel, meetings, purchasing, and expense tracking for faculty.
• Manage logistics and funding details for PhD student conference travel.
• Handle confidential materials and correspondence.
• Support faculty affairs events, including catering, room reservations, itineraries, and travel.
• Liaise with finance to ensure timely use of funds.
• Document information related to financial processes per policies.

Skills

Verbal communication

Written communication

Interpersonal skills

Time management

Organization

Education

High School Diploma or equivalent

Tools

Microsoft Office365

Job description

The School of Data Science at the University of Virginia invites applications for a Faculty Affairs Administrative Assistant to provide administrative coordination and special project support to advance the strategic goals of the School and ensure smooth operations. This position will operate under the direction of the Manager of Faculty Affairs in coordination with the administrative team across the organization directed by the Associate Dean for Administration.

The University of Virginia School of Data Science—the first of its kind in the nation—advances discovery, innovation, and societal impact through collaborative, open, and responsible data science research and education. Founded in 2019, the School brings together expertise across business, computation, engineering, humanities, law, mathematics, social sciences, statistics, and law to address complex, real‑world challenges. Its academic offerings include a B.S. in Data Science, an undergraduate minor, residential and online M.S. in Data Science programs, and a Ph.D. in Data Science, all designed to prepare students for a rapidly evolving data‑driven world.

Responsibilities

• Support calendaring and general administrative functions for the Office of Faculty Affairs.
• Serve as a part of the general administrative core team to provide administrative coordination and support for operations, focusing on support of the Office of Faculty Affairs.
• Arrange non‑grant‑related business travel, schedule meetings, purchasing, and expense tracking for faculty as appropriate.
• Manage and track logistics and funding details related to PhD student conference travel.
• Handle confidential materials and correspondence as needed.
• Provide administrative support for faculty affairs events including activities such as coordinating catering, reserving rooms, itineraries, travel coordination, and other support.
• Serve as first point of contact for School of Data Science faculty regarding University and School expenditure and travel policy navigation; help create, refine, and clarify additional guidelines.
• Communicate with School of Data Science finance team to ensure appropriate and timely use of funds.
• Collect and document information related to financial processes in accordance with University and School policies.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

• Education: High School Diploma or equivalent required.
• Experience: 1+ year of relevant experience required.

Preferred Qualifications

• Demonstrated ability to work independently and in a team environment.
• Excellent verbal, written, and interpersonal communication skills.
• Effective workflow organization skills.
• Ability to be flexible, prioritize tasks, and to be organized.
• Effectively manages time and resources to ensure that individual work is completed efficiently.
• Develops and contributes to collaborative relationships to achieve goals for oneself, the School, and the University.
• Ability to adapt and adjust to changes in work processes and environment.
• Ability to use a variety of platforms and programs including Microsoft Office365 products for collaboration and document management.
• Confidence in learning and exploring new technology tools and resources.

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:

$21.63 - $23.07, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.
• This is a full-time in-person position at the School of Data Science at the University of Virginia in Charlottesville, VA.

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 position, contact Jennifer Kirkham, Manager for Faculty Affairs, at [e-mail].

For questions about the application process, please contact Karon Harrington, Academic Recruiter, at [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.