Senior Administrative Assistant, Division of Student Affairs

The Rector & Visitors of the University of Virginia; Charlottesville, Virginia, Evanston Township (VA, MN, IL); On-site; USD 10,000 - 60,000; Full time

Job summary

An established institution is seeking a Senior Administrative Assistant to enhance student experiences through effective administrative support. This role involves managing reception duties, coordinating meetings, and providing logistical assistance for student programs. Ideal candidates will thrive in a collaborative environment, demonstrating strong communication skills and a commitment to inclusivity. Join a vibrant community dedicated to student success and well-being while enjoying a comprehensive benefits package, including generous paid time off and professional development opportunities.

Benefits

22 days of paid time off

13+ paid holidays

Health plan options

Competitive retirement benefits

Tuition benefits after six months

Employee wellness program

Qualifications

• Four years of relevant experience or a Bachelor's degree.
• Proficient in Excel and Office 365 for data management.

Responsibilities

• Manage reception and administrative tasks in a fast-paced environment.
• Coordinate complex calendars and schedule meetings.
• Provide logistical support for student programs.

Skills

Excel proficiency

Office 365 experience

Attention to detail

Resourcefulness

Strong communication skills

Commitment to inclusivity

Education

High School Diploma

Bachelor's Degree (substitutes experience)

Job description

The University of Virginia's Division of Student Affairs works for and alongside students to create the distinctive student experience for which UVA is known. The Division's mission is to promote the intellectual, cultural, personal, and social development of students while enhancing their physical and psychological well-being through building community, a sense of belonging, and central commitment to student safety and wellness across the student experience.

The Office of the Vice President and Chief Student Affairs officer is seeking candidates for a Senior Administrative Assistant who can manage multiple administrative tasks in a fast-paced, student-centered environment. Reporting to the Chief of Staff to the Vice President and Chief Student Affairs Officer, the Senior Administrative Assistant will provide clerical and administrative support to staff in the VPSAO office, while also managing reception and triaging phone calls, emails, and other inquiries to the office. Job responsibilities include:

• Provide reception and front desk coverage for Student Affairs. Review and answer correspondence, screen callers and visitors, and handle confidential matters.
• Provide advanced administrative coordination to support office operations and special projects for the office of the VPSA, as needed.
• Maintain and coordinate complex and shifting calendars, scheduling internal and external meetings, booking meeting rooms, and arranging necessary resources such as catering and A/V needs.
• Assist with leadership searches by organizing candidate materials, scheduling interviews, and coordinating communication with UVA Human Resources.
• Provide logistical support for VPSA student programs
• Provide advanced administrative coordination to support the Associate Vice President for Student Affairs and the Policy, Accountability and Critical Events team.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• 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.
• In addition to the above job responsibilities, other duties may be assigned.

Required Knowledge Areas, Skills and Abilities:

• Proficient in Excel and confident with databases/reporting tools.
• Experience with Office 365 for information/data management.
• Strong work ethic with attention to detail and an appreciation for deadlines.
• Resourceful and collaborative: able to communicate and build relationships with key stakeholders, including students and parents.
• Comfortable in a student-centered environment, with a strong commitment to the Student Affairs core values of academic rigor, honor, student self-governance, public service, diversity and multiculturalism, and health and wellness.
• Commitment to creating an inclusive environment.
• Desire for continuous improvement.

MINIMUM REQUIREMENTS

Education: High School diploma.
Experience: Four years of relevant experience. Bachelor's degree may substitute for years of experience.

The salary range for this position is $25-$29/hr. commensurate with qualifications and experience.

To Apply
The position is open until filled, but to assure full consideration, candidates are encouraged to have complete applications submitted by May 7, 2025. Please apply through the UVA job board, search for R0071954 and submit requested application materials including a letter of interest or cover letter; resume or curriculum vitae; and the names, telephone numbers, and e-mail addresses of at least three professional references. All applications, nominations, and inquiries will remain confidential. This is a nonexempt-level position with UVa benefits. Employees' benefits package highlights include:

• 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
• Parental and Community Service Leave
• Health plan with options to meet healthcare and financial needs available immediately
• Competitive retirement benefits
• Tuition and professional development benefits after six months of employment
• Employee wellness program featuring activities to earn up to $500/year.

The successful candidate will pass a criminal background check. This position will not sponsor applications for immigration. For information regarding the position or the application process, please contact Michele Jarman, Academic Recruiter.

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.

About Charlottesville and UVA
Consider working on the beautiful Grounds of the historic University of Virginia. Located in the thriving and growing city of Charlottesville, Virginia, UVA is a world class institution with nationally ranked schools and programs, diverse and distinguished faculty, a major academic medical center and proud history as a renowned research university. Charlottesville is nestled in the heart of the Blue Ridge Mountains on the edge of Shenandoah National Park, while also being just 2.5 hours to Washington, DC and 3 hours to the ocean. Charlottesville is home to a seemingly endless array of award-winning restaurants, wineries, attractions, schools, and business to keep you and your family entertained, educated, and well fed for years to come. Learn more here about all CVille has to offer.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physicians Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experience. We are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.