Administrative Assistant, Booker House

This role is within the Office of the Executive Vice President and Provost at the University of Virginia. The Administrative Assistant functions as a member of a larger team of professional staff, undertaking responsibilities that require professionalism, collaboration, initiative, attention to detail, and discretion in handling confidential and sensitive information. This is an excellent opportunity for individuals seeking professional growth in a fast-paced yet supportive environment. Those new to higher education or office environments who are looking for a growth opportunity are encouraged to apply.

The Provost’s Office advances academic excellence at all levels of the University and works with other executive offices to set University priorities. As the chief academic officer, the provost oversees UVA’s teaching, scholarship, and research across schools, the library, art museums, numerous centers and institutes, foreign study programs, and faculty recruitment and retention.

Responsibilities

This position provides primary coverage to the Booker House front desk and plays an important role in ensuring office operations function in a professional and predictable manner. The incumbent represents the Office of the Provost to visitors and staff with professionalism and care, including:

• Answering phones, routing calls as appropriate, and greeting visitors.
• Triaging constituent and staff needs, making referrals as needed, and coordinating appropriate action for timely responses.
• Interacting regularly with faculty, staff, students, parents, alumni, and community members.
• Ensuring public and shared spaces are orderly and well-maintained, triaging space, shared equipment, and resource needs, and tracking parking and conference room calendars to mitigate conflicts.

Administrative support responsibilities often shift in response to the overall needs of the office. Typical responsibilities include:

• Maintaining shared personnel lists and other electronic resources with a high degree of accuracy, attention to detail, and timeliness.
• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.
• Providing general clerical coordination to support office operations, including receiving and distributing mail and packages, and ensuring order confirmations and invoices are properly directed.
• Monitoring the functionality and condition of office spaces and equipment, and submitting and tracking requests for maintenance, recycling/trash pick-up, and repairs.
• Providing committee support: taking minutes, preparing materials, maintaining documentation, updating reports, proactively planning and scheduling meetings, and maintaining participant lists.
• Tracking office supplies, working with colleagues to order supplies, and making recommendations for orders as needed.
• Managing senior staff members’ calendars, including scheduling and confirming appointments, multi-participant meetings, and work time, as well as collecting and provisioning background materials.
• Arranging business travel, including making reservations and conference registrations, preparing travel itineraries, and processing reimbursements.
• Providing back-up administrative support for scheduling, meeting coordination, and calendar management as assigned.

Requirements

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

Qualifications

• Experience providing customer service in a professional setting.
• Experience scheduling meetings and managing calendars.
• Ability to learn new software and systems quickly.
• Strong organizational and time management skills.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job occasionally requires traveling some distance to attend meetings and programs.

Pay

$20.00 - $24.00 per hour, commensurate with experience.

Schedule

This is a non-exempt-level, benefited position based in Charlottesville, VA, and must be performed fully on-site. The anticipated start date is September 2026.