Senior Administrative Assistant, Division of Student Affairs

Key Responsibilities

• Provide reception and front desk coverage for Student Affairs.
• Review and answer correspondence, screen callers and visitors, and handle confidential matters.
• Anticipate VPSA office staff proactively managing daily operations and tasks of the VPSA central office and reception.
• Oversee the administrative suite and VPSA reception, maintaining office supplies, managing incoming and outgoing mail, and greeting visitors.
• Maintain organized filing systems and office operations.
• Serve as a Workday delegate for two AVPs and the Chief of Staff, processing administrative tasks as needed.
• Handle confidential and sensitive information with discretion and professionalism.
• Maintain organized filing systems and office operations.
• Serve as the primary liaison between the VPSA and internal and external stakeholders, managing phone calls, inquiries, and meeting requests.
• Provide logistical support for VPSA student leadership programs.
• Provide logistical support for the Algernon Sydney Sullivan Award and other Student Affairs managed awards.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• Cooky/Pavillion VI and Student Affairs special events(divisional meetings, etc.) with the Executive Assistant, including planning, logistics, catering, and event budgets.
• Provide advanced administrative coordination to support the Assistant Vice President of Strategic Initiatives, the Associate Vice President for Student Affairs, and the Policy, Accountability and Critical Events team.
• 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 HR.

Program Support

• Logistical support for VPSA student leadership programs.
• Logistical support for the Algernon Sydney Sullivan Award and other Student Affairs managed awards.
• Arrange business travel, coordinate meetings, and support agenda management and expense tracking.
• Cooky/Pavillion VI and Student Affairs special events(divisional meetings, etc.) with the Executive Assistant, including planning, logistics, catering, and event budgets.

Calendaring

• Advanced administrative coordination to support the Assistant Vice President of Strategic Initiatives, the Associate Vice President for Student Affairs, and the Policy, Accountability and Critical Events team.
• 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 HR.

Minimum Qualifications

• Education: High School Graduate or equivalent required.
• Experience: 3+ years relevant experience required.
• Knowledge Areas, Skills And Abilities: Proficient in Excel and confident with databases/reporting tools. High proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, CoPilot, OneNote) and familiarity with Workday or similar administrative platforms. Experience using UVA purchasing and procurement systems, with familiarity of policies, procedures, and best practices. Ability to multitask and meet immediate turnaround requirements in a fast-paced environment. Strong work ethic with attention to detail and 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.

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.
• The position is primarily 8-5 with some events on nights and weekends.

Hiring Range

$25.00 - $29.00 per hour, commensurate with qualifications and experience.

Employees’ Benefits Package Highlights

• 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;
• Tuition and professional development benefits after six months of employment;
• Employee wellness program featuring activities to earn up to $500/year.

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.

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.