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Senior Administrative Assistant


Senior Administrative Assistant

  • R0042576
  • Charlottesville, Virginia, United States
  • Administrative Group
  • The University of Virginia
The College and Graduate School of Arts and Sciences is seeking applicants for a Senior Administrative Assistant (SAA). This position provides administrative and project management support to the Associate Dean for Graduate Education (DGE) and the A&S Chief of Staff (CoS). This is a dynamic position in a fast-paced office environment requiring communication and coordination with faculty, staff, and colleagues. The successful candidate will be responsible for providing high-quality administrative assistance including prioritizing complex issues, maintaining strict confidentiality, supporting office operations and special projects.

Candidates for this position will be expected to:
  • Provide sophisticated calendar management for the busy and shifting office calendars of the DGE and CoS, with good judgment and strong attention to detail
  • Coordinate meetings and events, including catering orders and scheduling meeting rooms, locations, etc., using appropriate judgment to ensure meetings and events meet budgetary and format expectations
  • Manage and coordinate calls for proposals and applications throughout the academic year, including email and web communication, application/proposal tracking, committee management, and decision notification
  • Make travel arrangements and prepare expense reimbursement requests for the DGE and CoS, maintaining appropriatedocumentation and following required policies and procedures
  • Handle internal and external requests, answer the telephone, respond to or triage email inquiries, and complete other duties as assigned for the overall benefit of the Dean’s Office
  • Work in partnership with the Chief of Staff and Dean’s office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars
  • Provide hospitality to all guests and help foster a welcoming environment
  • Occasionally attend meetings for the purpose of recording minutes and notes
  • Other duties as assigned

Successful candidates will demonstrate the ability to:
  • Communicate diplomatically and effectively both orally and in writing, with proper grammar
  • Complete tasks accurately with a high attention to detail
  • Manage multiple tasks and competing priorities in a timely fashion
  • Track projects and ensure that requests for information are met on time
  • Maintain confidentiality and exercise judgment in uncertain and complex circumstances
  • Exhibit an ability to be flexible, composed under pressure, and consistently professional
  • Work independently as well as with diverse team members and stakeholders
  • Make decisions based on standard operating procedures and policies
  • Develop and maintain knowledge of departmental, school, and university administrative policies and procedures

Diversity, inclusion, and equity are core values of the College of Arts and Sciences. Women and underrepresented minorities are encouraged to apply. We are particularly interested in candidates that are effective communicators and have a demonstrated commitment to diversity, equity, and inclusion.

Minimum Requirements
  • High School diploma is required.
  • At least four years of relevant administrative support experience is required. Bachelor's degree may substitute for years of experience.

Preferred Qualifications
  • Preference will be given to candidates with:
  • Demonstrated proficiency in Microsoft Office applications, including Microsoft OneDrive and Teams.
  • Experience supporting executive or senior level staff
  • Demonstrated proficiency in Smartsheet, Visio, Drupal, Qualtrics, and/or Sharepoint

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects up to 25 lbs).

This position will remain open until filled, review of applications begins December 8th, 2022. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Work Schedule

Typical work hours are 8:00am-5:00pm with occasional after hour events. Following a six-month period, this role may be eligible for one remote work day a week.

The University will perform background checks on all new hires prior to making a final offer of employment. This position will not sponsor applicants for work visas.

To Apply:

Please apply through Workday, and search for R0042576 . Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:
  • Cover letter - describe your interest in this role and how your experience aligns with the position responsibilities, with particular emphasis on your experience working with senior/executive leaders and your ability to work with diverse stakeholders.
  • Resume

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.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter, at unw5dq@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 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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