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Administrative Support Specialist


Administrative Support Specialist

  • R0025439
  • Charlottesville, Virginia, United States
  • Administrative Group
  • The University of Virginia
The University of Virginia Department of Engineering Systems and Environment (UVA ESE), seeks an Administrative Support Specialist. As the home to UVA's recognized undergraduate and graduate degree programs in civil and systems engineering, we are a leader in the study of human and socio-technical systems. Our faculty and students create innovations that will help address society’s most wicked problems, which are often emergent, large scale, and complex in areas ranging frompublic health to smart cities to environmental resilience. In a rapidly changing world, we believe that a better future is possible for all by training the leaders of tomorrow in a collaborative academic environment that encourages excellence in the classroom and laboratory.

The administrative support specialist performs both technical and complex administrative projects as well as general clerical work in support of the day-to-day operations of the Department of Engineering Systems and Environment. Applies independent judgment in the completion of assignments which include handling promotion and tenure, reappointments, obtaining Visas for visiting scholars and coordinating faculty searches. May act as a lead to lower level administrative staff assigned to the department.

The administrative support specialist performs advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The incumbent must exercise discretion in handling confidential, sensitive, and timely information. Responsibilities include preparing meeting agendas and other correspondence, coordinating a busy and shifting office calendar, anticipating and preparing for leadership activity and meetings, taking initiative for tracking, compiling and preparing meeting agendas, attending meetings for purpose of recording, preparing, and distributing minutes and reports, and completing a variety of non-routine assignments. This role will serve as the records manager for the department.

  • Administrative Assistant to the Director of Operations
  • Front desk support
  • Administrative Support
  • Scheduling meetings
  • Promotion and tenure support
  • Facilities management
  • Faculty searches
  • Retrieving mail
  • Answering phones
  • Pay department bills
  • Create purchase orders
  • In addition to the above job responsibilities, other duties may be assigned.

Required Qualifications
  • High School Diploma, with at least one year of administrative assistant experience. Preference will be given to candidates with an associate degree.
  • Must have experience working Microsoft Office.
  • Must have excellent verbal and written communication skills.
  • Must be detailed-oriented with strong organizational skills and have the ability to manage multiple tasks in a busy environment.
  • Must have experience with managing calendars and coordinating appointments


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.

This position will remain open until filled. This is a Non-Exempt level, benefited position. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu . For questions about the position, please contact Michelle Busby, Unit Administrator Engineering Systems and Environment at mdb7bb@virginia.edu .

How to Apply:

Applications that do not contain all of the required documents will not receive full consideration, please note that multiple documents can be uploaded in the box.

Process for External Applicants: Please apply through Workday, and search for R0025439. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs,” and search for R0025439. Complete an application online and attach a cover letter, CV/resume, and contact information for three references (name, email address, telephone number, and address).

COVID Vaccination Requirement and Guidelines

Please visitthe UVA COVID-19 Job Requirements and Guidelines webpageprior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

The University of Virginia, i ncluding 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.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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