Executive Assistant and Manager, Office of the Dean

THE OPPORTUNITY

The University of Virginia School of Engineering & Applied Science seeks an experienced and capable professional to serve as the Executive Assistant to Dean Jennifer West.

The Executive Assistant has a wide variety of administrative and managerial duties, emphasizing the dean’s priorities and key initiatives and advancing the school’s mission, vision, and core values.

The Executive Assistant serves as a member of the senior leadership team, collaborating closely with the Associate Deans, Department Chairs, the Chief Operating Officer, and the Executive Directors of Communications and Advancement. This position also interacts with key audiences, including members of the President’s and Provost’s Office and the Board of the Engineering Foundation as well as faculty, staff, students, prospective students, alumni, and other members of the University community.

UVA ENGINEERING & APPLIED SCIENCE

As part of the top-ranked, comprehensive University of Virginia, UVA Engineering is one of the nation’s oldest and most respected engineering schools. Our mission is to make the world a better place by creating and disseminating knowledge and by preparing future engineering leaders. Outstanding students and faculty from around the world choose UVA Engineering because of our growing and internationally recognized education and research programs.

THE ROLE

The Executive Assistant will plan, and facilitate effective meetings, manage timely responses to internal and external inquiries, invitations and requests for decisions, draft dean’s communications, manage the operations of the office of the dean including leadership appointments, board preparations, policies, procedures, budget as well as manage the dean’s calendar, prepare briefing materials, and make travel arrangements. This position will also oversee the dean’s office and schoolwide events and supervise an events manager.

The Executive Assistant will be a proven, initiative-taking professional, and thoughtful administrator. They will work collaboratively and effectively with the senior leadership team. The successful candidate must be able to work independently, manage projects, set priorities, and possess strong interpersonal and constituent relations skills. They must be trustworthy and demonstrate strong integrity and sound judgment about how to represent the dean and the dean’s office in a variety of settings ─ including the ability to exercise appropriate discretion when dealing with sensitive or confidential issues.

KEY RESPONSIBILITIES

• Manage Operations of the Office of the Dean: Manage internal and external requests received by the office of the dean and use discretion to determine and prioritize which matters need the Dean’s direct attention. Respond to or direct matters to others as appropriate. Ensure that the school is responsive to all queries, invitations, and requests for action. Manage leadership level searches, onboarding, and reappointments- associate deans, department chairs, and directors. Facilitate the review of university policies for Engineering feedback and the development and review of Engineering policies. Develop, manage, and report on the dean’s office budget, order supplies and catering, prepare expense reports, approve personnel cost allocations, and account certifications.

• Project Management and Process Improvement : Manage long-and short-term projects and annual calendar of deliverables. Find opportunities to streamline operations, develop standard operating procedures, and clarify roles, as necessary.

• Event Management: Oversee events and supervise the Engineering events manager.

• Communications : Develop an understanding of the dean’s communication style and provide input on a communications strategy for the Dean developed by the Communications team. Draft correspondence, talking points, reports, and content for internal audiences and media. Send out announcements and updates on behalf of the Dean.

• Scheduling and Meetings: Manage calendars and travel arrangements, and plan, and schedule ad hoc and periodic dean’s office meetings, leadership retreats and workshops. Ensure meetings are effective, with realistic objectives, and clear action items. This will involve querying and collaborating with stakeholders, preparing agendas, or briefing materials and monitoring progress and achievement of action items. Partner with the Engineering Advancement team to prepare for the dean’s role in Board of Trustee meetings and teleconferences. Collaborate with School and UVA stakeholders including the Provost’s and President’s Office to ensure that commitments are met.

MINIMUM REQUIREMENTS

• Education: Bachelor's degree.
• Experience: At least three years of relevant leadership and management experience. Relevant experience may be considered in lieu of a degree.
• Skills: Excellent written and verbal communication skills, and project management experience.
• Ability to manage multiple projects simultaneously while working in an environment in which there are requirements for immediate turn-around of information.
• Proficiency in Microsoft 365: especially Outlook, Word, Excel, PowerPoint, and Teams.

PREFERRED EXPERIENCE AND SKILLS

• Knowledge of UVA offices and administrative processes.
• Experience in higher education working with a department chair or dean or in a complex organization working with a high-level leader.
• Demonstrated proficiency in multiple technology platforms, such as events management software, DocuSign, Qualtrics, and Smartsheet.

This position will remain open until filled. This is an Exempt level, benefited position. This position will not sponsor applicants for work visas. The University will perform background checks on hires prior to employment. Salary range of $70K - $85K per year commensurate with experience and education.
For questions about the position or the application process, please contact Daniel Strong, Senior Recruiter at das6zb@virginia.edu.

Please apply through the University job board, Careers at UVA , and search for R0059600.

Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs’ or through their ‘Jobs Hub’. Applicants must complete an application online with the following documents: a resume and cover letter.

MINIMUM REQUIREMENTS

Education: Bachelor's degree
Experience: At least four years of relevant experience or Master's degree with at least one year of relevant experience. Relevant experience may be considered in lieu of a degree.
Licensure: None

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 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.