Student Services & Administrative Coordinator

Commonwealth of VA Careers; Charlottesville (VA); On-site; USD 29,000 - 32,000; Full time

Job summary

The University of Virginia Department of Computer Science seeks a Student Services & Administrative Coordinator to support graduate program operations, events, and front-desk tasks in Charlottesville. Reporting to the Assistant Director, the role combines graduate admissions, records, recruitment, onboarding, and event coordination with strong customer service and organizational skills.

Ideal candidate will manage multiple priorities in a fast-paced academic environment, coordinate scheduling

Qualifications

• High school diploma or equivalent required.
• 4+ years of relevant experience required.
• Experience with graduate programs or student services is a plus.

Responsibilities

• Provide front desk coverage and serve as a welcoming first point of contact for students, faculty, visitors, and external partners.
• Coordinate scheduling, room reservations, printing requests, visitor support, and access to departmental spaces.
• Assist with purchasing, student travel arrangements, reimbursements, PhD employment letters, and other administrative processes as needed.
• Support graduate admissions, recruitment, onboarding, orientation, and enrollment activities.
• Plan and support graduate recruitment events, new student orientation, defenses, and ceremonies; manage vendor coordination and event execution.

Skills

Customer service

Interpersonal skills

Organizational skills

Multitasking

Microsoft Office

Google Workspace

Communication

Education

Bachelor's degree

Tools

SIS

Stellic

SLATE

Airtable

Perceptive Content

Workday

Job description

The Department of Computer Science at the University of Virginia seeks a highly organized, student-centered and service-oriented Student Services & Administrative Coordinator to join our collaborative team.

Position Summary

Reporting to the Assistant Director of Student Services, this position combines student services, graduate program support, event coordination, and administrative operations. Approximately 75% of the role is dedicated to supporting graduate students and academic programs, while 25% focuses on front desk operations, department and department-sanctioned events, and general administrative support.

The successful candidate will serve as a key resource for students, faculty, staff, and visitors. The ideal candidate enjoys working directly with people, excels at customer service, communicates effectively with a wide range of individuals, and can independently manage multiple priorities in a fast-paced academic environment.

Responsibilities

Student Services & Graduate Program Support (75%)

• Primary point of contact for graduate students, faculty advisors, and staff by interpreting & applying university policies and procedures under the guidance of departmental leadership, regarding academic processes, registration, admissions, departmental policies, and graduation requirements.
• Maintain academic records and degree progress information, including SIS/Stellic transactions, prerequisite audits, exceptions, milestones, qualifying exams, and degree requirement submissions.
• Work collaboratively with Engineering Admissions, International Studies Office, and university partners to support graduate student success.
• Support graduate admissions, recruitment, onboarding, orientation, and enrollment activities.

Events & Student Engagement

• Coordinate and support graduate recruitment events, new student orientation, dissertation and thesis defenses, research symposia including planning, communications, reservations, vendor coordination, and event execution. Also support graduation ceremonies, Open House, student engagement programs, departmental and departmentally sanctioned events.
• Assist with planning, communications, reservations, vendor coordination, and event execution.

Administrative Operations & Front Desk Support (25%)

• Provide front desk coverage and serve as a welcoming first point of contact for students, faculty, visitors, and external partners.
• Coordinate scheduling, room reservations, printing requests, visitor support, and access to departmental spaces.
• Assist with purchasing, student travel arrangements, reimbursements, PhD employment letters, and other administrative processes as needed.
• Recommend and implement process improvements that enhance service, communication, and operational efficiency.
• Other duties as assigned in support of departmental operations.

Minimum Qualifications

• Education: High school diploma or equivalent required.
• Experience: 4+ years of relevant experience required .

Preferred Qualifications

• Edu cation : Bachelor's degree.
• Experience: 4+ years of experience in student-related program support
• Familiarity with UVA systems and tools such as: Student Information System (SIS), Stellic , Student Aid Funding Module (SAFM), SLATE application portal, Air Table, Perceptive Content, and Workday
• Demonstrated ability to provide exceptional customer service.
• Strong interpersonal skills and the ability to communicate effectively with students, faculty, staff, families, and visitors.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities while working independently and as part of a team.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to learn and utilize university systems and software applications.

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

• The anticipated hiring range is $21.16 - $23.56 p/ hr ($44,000-$49,000 annually), commensurate with education and experience.

Position Type & Work Location

• Th is is a non-exempt-leve l, benefited position. Learn more about UVA benefits .
• This position is based in Charlottesville, VA, and must be performed fully on-site.

About UVA and the Community

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

Application Timeline

Application review will begin after September 22, 2026 .

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.

• This p osition will not consider candidates who require immigration sponsorship now or in the future.

Reference Check Process

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 .

Contact

• For q uestions about the application process, please contact Jon Freeman, [e-mail].

Job Profile

J1934 - Student Services Operations and Service 3

Career Stream and Level

Operations and Service-O3

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 .