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Project Associate


Project Associate

  • R0044009
  • Charlottesville, Virginia, United States
  • Administrative Group
  • The University of Virginia
The Virginia Education Science Training (VEST) Program in the School of Education and Human Development seeks a qualified Project Associate. The incumbent will become part of a vibrant team of faculty, students, and staff and will coordinate a training program involving 25 doctoral students and 30 faculty in Education Policy, Educational Psychology, Economics, and Psychology.

The project associate will serve as the primary contact for students as they matriculate, enter, and progress through the VEST Program. They will provide a variety of services including, but not limited to, admissions applications, grant reporting, event planning, faculty support and procurement for the school or department. Administrative responsibilities include the maintenance of student records and services provided, as well as assisting in basic financial and grants management. The project associate will work independently on assigned tasks and respond to stakeholder requests.

This is a restricted, in-person position based in Charlottesville, VA. Continuation beyond 12-month is dependent upon satisfactory performance and availability of funding.

Role and Responsibilities

Project Coordination
  • Assist in event planning for events such as the speaker series, student and faculty orientation, leadership meetings, and student activities. Detailed event planning responsibilities includes researching venue options and making reservations, planning menus and processing catering orders, designing publicity materials, planning with faculty mentors and pre-doctoral trainees, and managing communication among vendors.
  • Work with faculty and students at UVA, Virginia State University, and Norfolk State University related to the Open Doors Program. Such work involves the event planning mentioned above as well as identifying and coordinating opportunities for VEST fellows to be involved with Open Doors students and faculty.

Budget Oversight
  • Review budgets, estimating costs, and projecting expenses.
  • Gather materials and preparing annual and final reports to the funder, including budget justifications.
  • Work with departmental staff to create purchase orders and manage travel reimbursements. Reconciling student accounts and purchasing materials for students in accordance with University guidelines.

  • Act as a liaison between students, staff, and faculty by drafting professional correspondence, posting student and alumni announcements, distributing specific program information, and coordinating schedules and calendars when appropriate.
  • Update external and internal websites by compiling significant information, key dates, and upcoming events related to students and staff.

Data-related Work
  • Creating surveys and gathering survey information from students.
  • Gathering and synthesizing information to track pre-doctoral program progress.

In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirement

Education: Bachelor's degree
Experience: Two years of experience. Relevant experience may be considered in lieu of a degree.

Preferred Skills

Master's degree in Education, Higher Education, Business Administration or a related field and demonstrated excellence in the organization and administration of university level programs. Significant preference will be given to those candidates who meet some or all preferred qualifications. Candidates are strongly encouraged to submit a cover letter detailing how their experience and qualifications align with the following:
  • Demonstrate a commitment to promoting diversity in higher education, as evidenced by experience working with diverse groups.
  • Demonstrate leadership, management, and organizational skills.
  • Demonstrate excellent oral and written communication in daily interactions with the ability to apply information and articulate advice clearly.
  • Show knowledge of multiple areas in student services to bring context to information gathered about advising, event planning, and scheduling.
  • Prove ability to work independently and as part of a team. Provide direct support to leaders, as needed, and complete tasks without immediate supervision.
  • Demonstrate ability to follow and monitor established policies and procedures and adhere to regulatory guidelines in daily work.
  • Show proficiency in computer applications and in typical University database and software programs. We seek applicants who can interpret information and apply that information to daily work.
  • Ability to troubleshoot technology issues independently is required. Mastery in Microsoft Office (Word, Excel, PowerPoint, Outlook), G Suite (Google Calendar, Sheets, Docs, Forms, etc.) and web applications is essential. Outstanding written, verbal, and interpersonal communication skills are essential. Strong organizational and planning skills and the ability to multitask are required, as is attention to detail.
  • Ability to take initiative and work independently, lead and facilitate cross-functional groups, and the ability to interact collaboratively with a diverse group of stakeholders and research team are all required. Ability to work under pressure in a deadline-driven environment while maintaining professionalism is necessary.

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.

Application Instructions

Please apply through Workday and complete an application online. Include the following documents:
  • CV or Resume
  • Cover letter optional, but strongly preferred
  • Optional but strongly encouraged: submit a statement (500 words or less) describing how they address diversity, equity, and inclusion in their work.

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. Applications that do not contain all required documents will not receive full consideration. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs.'

The position will remain open until filled. This is a non-exempt level, benefited position. This position will not sponsor applicants for work visas. This restricted position is an initial 12-month, part-time appointment, and continuation is dependent upon project need, availability of funding, and performance. The University will perform background checks on all new hires prior to employment.

For additional information about the position, please contact Sara Rimm-Kaufman at serk@virginia.edu or Jim Wyckoff at wyckoff@virginia.edu. For questions about the application process, please contact Margaret Weeks .

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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