Administrative Assistant, Booker House

UVA Health•Charlottesville, VA

26d•$20 - $24•Onsite

About The Position

The Office of the Executive Vice President and Provost at the University of Virginia seeks candidates for the position of Administrative Assistant. The individual in this role functions as a member of a larger team of professional staff and will undertake various responsibilities that require professionalism, collaboration, initiative, attention to detail, and discretion in handling confidential and sensitive information. This is an excellent opportunity for an individual who is seeking professional growth in an often fast-paced and always supportive environment. Individuals new to higher education and/or office environments who are looking for a growth opportunity are encouraged to apply. The Provost’s Office advances academic excellence at all levels of the University and works with the other executive offices to set University priorities. As the chief academic officer, the provost is responsible for UVA’s teaching, scholarship, and research at the schools, library, art museums, numerous centers and institutes, and foreign study programs, as well as faculty recruitment and retention.

Requirements

High School Diploma or equivalent required.
1+ year of relevant experience required.

Nice To Haves

Experience providing customer service in a professional setting.
Experience scheduling meetings and managing calendars.
Ability to learn new software and systems quickly.
Strong organizational and time management skills.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

Provides primary coverage to the Booker House front desk and plays an important role in ensuring office operations function in a professional and predictable manner.
Represents the Office of the Provost to visitors and staff with professionalism and care; answering phones, routing calls as appropriate, and greeting visitors.
Triages constituent and staff needs, making referrals as needed, and/or coordinating appropriate action for a timely response.
Interacts with faculty, staff, students, parents, alumni, and community members on a regular basis.
Works collaboratively and respectfully to ensure that public and shared spaces are orderly and well-maintained.
Triages space, shared equipment, and shared resource needs and issues.
Tracks parking and conference room calendars to mitigate conflicts.
Maintains shared personnel lists, and other electronic resources, with a high degree of accuracy, attention to detail, and timeliness.
Maintains paper and electronic documents in a systematic, organized manner for retention and retrieval, with appropriate confidentiality.
Provides general clerical coordination to support office operations including receiving and distributing mail and packages and ensuring order confirmations and invoices are properly directed.
Monitors the functionality and condition of office spaces and equipment and submitting and tracking requests for maintenance, recycling/trash pick-up, and repairs as needed.
Provides committee support: taking minutes, preparing materials, maintaining documentation & updating reports, proactively planning and scheduling meetings, maintaining participant lists etc.
Tracks office supplies to par, working with colleagues to order supplies and/or making recommendations for orders as needed.
Manages senior staff members’ calendars (helping the senior staff member manage their time as appropriate and requested; scheduling and confirming appointments, multi-participant meetings, and worktime; collecting and then provisioning background materials in advance or post hoc as appropriate).
Arranges business travel. This includes making reservations and conference registrations, preparing travel itineraries with appropriate contact information and directions, as well as processing reimbursements as needed.
Provides back-up administrative support for scheduling, meeting coordination, and calendar management as assigned.