Intermediate Administrative Assistant, UVA Library

The Rector & Visitors of the University of Virginia; Charlottesville (VA); On-site; USD 26,000 - 34,000; Full time

Job summary

The University of Virginia Library is seeking an Intermediate Administrative Assistant to provide high-level clerical and administrative support to the Library's Senior Leadership team and the Executive Assistant to the Dean of Libraries. This on-site role coordinates meetings, travel, expense tracking, and data preparation for senior leaders.

Ideal candidates have at least 1+ year of relevant experience; a preferred Associate's degree and prior experience supporting executives; Confluence site

Qualifications

• Education: High School Diploma or equivalent required.
• Experience: 1+ year of relevant experience required.
• Preferred: Associate's degree.
• Experience providing administrative support to executives or senior leaders.
• Demonstrated experience building, organizing, and maintaining Confluence site.
• Proven experience coordinating events and managing travel arrangements.

Responsibilities

• Provide advanced, administrative coordination to support office operations and special projects.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking
• Compile data for preparation and editing for senior leaders
• Review and answer correspondence, screen callers and visitors, and handle confidential matters
• Manage electronic files and produce reports
• Serve as the point of contact for facility, equipment, or service calls.
• Organize meetings and materials for special events
• Secure the space, ensure the room is set up appropriately, select and order catering, arrange speaker travel, and facilitate honorarium payment.
• Use a business intelligence platform and MS Office business applications to monitor accounts and prepare expense reports.
• Supervision of Students
• Hiring, training, and assigning tasks
• In addition to the above job responsibilities, other duties may be assigned

Skills

Administrative coordination

Executive support

Travel coordination

Expense reporting

Data preparation

Education

High School Diploma

Associate's degree

Tools

Confluence

MS Office

Job description

The University of Virginia Library is seeking an Intermediate Administrative Assistant in the Office of the Dean of Libraries.This position will provide a high level of clerical and administrative support to the University of Virginia Library's Senior Leadership team and the Executive Assistant to the Dean of Libraries.

About the University of Virginia Library:

The University of Virginia Library is here to ensure that the University community has the information it needs for teaching, research, and personal enjoyment and enrichment. Regularly ranked in the top quartile of ARL libraries, UVA Library has six locations, more than 220 staffers, and more than 100 student employees. Additionally, as a major research institution, the Library regularly collaborates with professional organizations such as the Virtual Library of Virginia (VIVA), Virginia Library Association, Association of College and Research Libraries, and others.

The University of Virginia Library promotes a culture of respect, collaboration, accountability, and mutual understanding. Departments and individuals are expected to work together, both in professional collaborations and in creating a culture where all can thrive.

The UVA Library is interested in reviewing candidates with a broad range of experiences, education, and qualifications. If you are excited about this role but your past experience doesn't align perfectly with every preferred qualification in the job description, we encourage you to apply anyway.

Responsibilities

• Provide advanced, administrative coordination to support office operations and special projects.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking
• Compile data for preparation and editing for senior leaders
• Review and answer correspondence, screen callers and visitors, and handle confidential matters
• Manage electronic files and produce reports
• Serve as the point of contact for facility, equipment, or service calls.
• Organize meetings and materials for special events
• Secure the space, ensure the room is set up appropriately, select and order catering, arrange speaker travel, and facilitate honorarium payment.
• Use a business intelligence platform and MS Office business applications to monitor accounts and prepare expense reports.
• Supervision of Students
• Hiring, training, and assigning tasks
• 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

• Associate's degree
• Prior experience providing administrative support to executives or senior leaders
• Demonstrated experience building, organizing, and maintaining Confluence site
• Proven experience coordinating events and managing travel arrangements

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

$19.23 - $25.00 per hour, commensurate with education and 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 must be performed fully on-site.

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

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.

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.