Administrative Specialist

The School of Engineering and Applied Sciences’ Department of Electrical and Computer Engineering at the University of Virginia seeks an Administrative Specialist. The successful candidate will be responsible for a variety of professional level work across a composite of administrative service areas including finance, procurement, academic administration, student services, communications, travel arrangements, department programming, space and facilities and/or high-level operational support. This role also provides advanced administrative support to the department chair.

The Department’s Administrative Specialists assume a breadth of responsibilities across multiple functions. The primary focus is on delivery of professional services, which may include project management, compliance, administrative program creation and oversight, training, analysis, and research and contract administration.

Responsibilities

• Provide dedicated administrative support to the Department Chair (approximately 25% of time), including managing complex calendars, coordinating meetings, preparing materials, and handling sensitive and confidential communications.
• Perform a variety of professional and operational duties that facilitate the day-to-day operations of a program or department. Interpret policies and procedures, making decisions on specific operating problems and implementing solutions.
• Operate with the authority to affect, interpret, or implement management policies or operating practices.
• Advise department administrator and staff members on administrative problems. Compile reports and analyses setting forth progress, adverse trends and appropriate recommendations or conclusions.
• Assist and advise faculty and staff members of budgetary and related problems; prepare budgetary recommendations by considering past requirements and expenditures and present program plans.
• Resolve problems that have a significant impact on the overall goals of the department and faculty.
• Coordinate and manage student travel arrangements and event reimbursements in accordance with university policies.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

• Education: Bachelor’s Degree or combination of education and related experience in lieu of a degree required.
• Experience: 4+ years of relevant experience required.

Preferred Qualifications

• Advanced proficiency in Microsoft Office, particularly Excel, along with experience using Workday and Workday Financials is highly preferred.
• Experience managing complex administrative calendars.
• Knowledge of university and sponsored programs policies and procedures.
• Previous experience working in a higher education academic environment.

The ideal candidate is highly organized and able to manage multiple priorities with strong attention to detail. They communicate professionally with faculty, staff, and students, work well both independently and as part of a team, and quickly adapt to new processes in a dynamic environment.

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.

Anticipated Hiring Range: $58,000 – $68,000, commensurate with experience.

Position Type & Work Location

• This is an exempt-level, 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.

The 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.

How to Apply
Please apply online, by searching for requisition number R0081721. Complete an application with the following documents:

• Resume
• Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants may search and apply for jobs on the UVA Internal Careers website.

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.

For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.

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.

Tagged as: CSS