Administrative Generalist, The Office of the Executive Vice President and Provost
University of Virginia

Job Info

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The Office of the Executive Vice President and Provost at the University of Virginia seeks candidates for multiple Administrative Generalist positions to provide exceptional support to several key areas. We anticipate making at least two hires (Provost/Chief of Staff Support & Vice Provost/Core Support) and will consider applicants with a range of experiences. These positions will function as members of a larger team of professional staff and will take on a broad array of responsibilities that require a high degree of professionalism, collaboration, initiative, attention to detail and discretion in handling confidential and sensitive information. For more information about the Office of The Executive Vice President and Provost, please visit: https://provost.virginia.edu/.

Responsibilities

One primary area of responsibility for these positions is the provision of exceptional administrative support. This includes, but is not limited to:

• Actively managing one or more executive/senior staff member's calendar. This includes monitoring in order to anticipate needs or problems and helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; as well as collecting and then provisioning background materials in advance or afterwards as appropriate.
• Arranging business travel. This includes making reservations and conference registrations, preparing travel itineraries with appropriate contact information and directions, as well as processing reimbursements as needed.
• Maintaining paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.
• Providing committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.

In addition, these positions may provide support in several other areas such as assisting with the preparation of materials for Board of Visitors meetings, drafting routine communications, initiating financial transactions (such as purchasing and reimbursements), as well as planning and executing events and/or projects. There will be times when these positions will be required to represent the Office of the Provost to visitors/callers, including greeting constituents/guests, triaging needs, and referring constituents as needed or coordinating appropriate action for immediate response (including facilitating availability of respondents).

The Provost/Chief of Staff Support Administrative Generalist will report directly to the Chief of Staff (CoS) and their duties will include collecting, preparing, and distributing briefing materials for the Provost and the CoS. This individual will be part of the team that provides direct support to the Provost's daily operations.

VP/Core Support Administrative Generalists will report directly to the Associate Provost for Academic Administration. As a member of the broader Provost's office administrative team, the incumbent will help ensure office operations function in a professional and predictable manner.

Required Knowledge, Skills and Abilities:

A Bachelor's degree, or significant relevant experience in lieu of a degree, and a minimum of three years' experience in an administrative role is required. Preference will be given to candidates with at least five years of administrative or similar experience.

Experience with Microsoft office is required. Experience with other computer programs is preferred.

A high degree of professionalism and the ability to handle confidential and sensitive issues with tact and discretion is required.

The positions will remain open until filled. Review of applications will begin on February 27, 2023. These are exempt, full-time positions with benefits. For more information on the benefits at UVA, visit hr.virginia.edu/benefits. A hybrid work schedule may be possible. The anticipated hiring range is $50,000 to $65,000 commensurate with education and experience. The University will perform background checks on all new hires prior to employment.

Please apply through Workday, and search for R0044334. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'.

In order to be considered for these positions applicants MUST submit a cover letter, a resume, and a list of three professional references. Candidates are asked to specify whether they prefer to be considered for the Provost/CoS Support position, a VP/Core Support position, or both. The reference list should include contact and relationship (ie how the applicant knows the individual) information. Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's 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 experiences. We are equal opportunity and affirmative action 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 (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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