Strategic Operations Associate

We are seeking a highly organized, proactive, and tech-savvy professional to serve as a Strategic Operations Associate. This unique role blends the precision and responsiveness of an executive assistant with the structure and coordination of a project coordinator. The ideal candidate will thrive in a dynamic environment, anticipate needs before they arise, and provide high-level support that keeps operations and initiatives running smoothly.

PRINCIPAL DUTIES AND RESPONSIBILITIES :

Key Responsibilities:

Administrative Support:

• Coordinate complex meetings with internal and external stakeholders in support of Practice Innovation’s strategic priorities
• Prepare agendas, take meeting notes, track deadlines and follow up on action items
• Draft professional emails, memos, and other communications with minimal guidance
• Maintain confidential files and sensitive documentation
• Assists with hiring process (ex: coordinating feedback on position descriptions, scheduling interviews)
• Prepares check requests and processes expenses or invoices for payment in accordance with UPG budget and accounting guidelines
• Minimally supports the Chief of Practice Innovation with travel arrangements, Workday task delegation, etc., (as requested)

Project Coordination & Operational Support:

• Track the progress of multiple concurrent initiatives across teams
• Develop and maintain project timelines, trackers, communications (Know-Share-Do tools, etc), and dashboards
• Help prioritize and organize tasks to ensure timely progress across the Practice Innovation portfolio
• Assists with the creation and maintenance of Practice Innovation project communication tools, such as regular newsletters, stakeholder-facing Sharepoint site and UPG web presence
• Establishes and maintains extensive files, including those related to committees, compliance, strategic planning, payer policies, finance and budgeting, etc. and proactively provides relevant filed material for issues under consideration

Technology & Systems Support:

• Build and manage documents, forms, and trackers in tools like Excel, Google Sheets, and/or project
• platforms (e.g., Asana, Smartsheet, Monday.com)
• Use digital tools to streamline workflows and improve task visibility
• Troubleshoot software and technology issues or escalate as needed
• Recommends and implements necessary office systems and procedures to meet the varying needs of the department

Anticipatory and Strategic Thinking:

• Proactively identify gaps, potential delays, or issues in workflows
• Anticipate executive needs and prepare materials or data in advance
• Serve as a sounding board and collaborator for process improvements
• Anticipates and escalates barriers to leadership

Work Style & Fit:

• Self-starter with high reliability and integrity
• Enjoys juggling multiple tasks without dropping the ball
• Comfortable working independently and making suggestions for improvement
• A curious, resourceful, and quick-learning professional

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

REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities) :

Education:

• High School Graduate or Equivalent.

Level and type of experience REQUIRED:

• 3+ years in an executive support, coordination, or operations role
• Exceptional attention to detail and organizational skills
• Demonstrated tech fluency (Office 365, Google Workspace, Zoom, project tools)
• Ability to manage up and communicate clearly with senior stakeholders

Preferred Experience:

• Experience supporting strategic operations, including project management, executive support or content management, etc., in a data-driven organization
• Associate Degree in Business Administration

Skills:

• Required
  • Excellent interpersonal, tact, and diplomacy skills.
  • Strong writing, formatting, and communication skills.
  • Strong track record of problem-solving and issue resolution.
  • Ability to track and communicate aggregated results of interventions.
  • Strong math and analytical skills.
  • Understanding of basic accounting functions.

Physical Demands:

Proficient communicative, auditory and visual skills; Attention to detail; Computer Keyboard; Repetitive motion: typing; This is primarily a sedentary job involving extensive use of desktop computers and sitting for prolonged periods; Ability to lift/push/pull less than 20lbs. The job does occasionally require traveling some distance to attend meetings, and programs.

SUPERVISORY RESPONSIBILITIES : The incumbent has no positions reporting to him/her. However, clinical departments, outreach practices and administrative staff collaborate closely with the incumbent.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.