Dean's Office Administrative Assistant

University of Virginia•Charlottesville, VA

1d•Onsite

About The Position

The University of Virginia's School of Continuing and Professional Studies (SCPS) seeks a highly skilled, dynamic, and professional Administrative Assistant to support the Dean’s Office. The Administrative Assistant provides essential administrative and organizational support to the Dean, Chief of Staff, and Special Assistant to ensure the efficient operation of the Dean’s Office. This position is responsible for managing complex schedules, facilitating communication, and supporting strategic priorities across SCPS.

Requirements

High School Graduate or equivalent required.
3+ years relevant experience required.

Nice To Haves

Demonstrated ability to manage multiple priorities and work independently in a fast-paced environment.
Excellent organizational, interpersonal, written, and verbal communication skills.
Ability to exercise discretion and maintain confidentiality with sensitive information.
Strong attention to detail and ability to coordinate complex logistics and administrative processes.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to prepare accurate reports, presentations, and professional communications.

Responsibilities

Manage scheduling and calendaring for the Dean and Dean’s Office.
Coordinate logistics for meetings, retreats, and special events, including SCPS Leaders Meetings, in partnership with the Chief of Staff and Special Assistant.
Prepare and edit correspondence, reports, presentations, and other materials for the Dean’s Office.
Coordinate travel arrangements, process expense reports, and manage related administrative tasks.
Monitor office communications, including phone calls, shared inboxes, mailings, and inquiries, and route requests appropriately.
Maintain confidential files, organizational charts, contact lists, records repositories, and administrative documentation.
Handle confidential and sensitive information with discretion and professionalism.
Provide administrative support for Student Affairs initiative and special projects as needed.
Serve as the first point of contact for inquiries directed to the Dean’s Office, ensuring timely and accurate responses.
Support the implementation of internal office policies and processes, including employee onboarding and contract agreement tracking.
Assist with onboarding and offboarding activities for faculty, staff, student workers, and wage employees, including scheduling, documentation, welcome materials, directory updates, and related administrative processes.
Help maintain and update administrative templates, tracking tools, dashboards, and operational records to support consistency and compliance.
Provide support for special projects, committees, and strategic initiatives.
Support SCPS School Leaders and SCPS Advisory Board meetings by organizing logistics and preparing meeting materials.
Work with the SCPS Professional and Enrichment Program (PEP) team in the scheduling of yearly Insights & Impacts SCPS Employee professional development day.
Assist with logistics and operational support for school-wide meetings, advisory board meetings, student and alumni events, orientations, graduation activities, and other Dean’s Office initiatives in coordination with the Special Assistant.
Assist with presentation support, event materials, run-of-show coordination, and on-site event execution.
Record and distribute meeting minutes, track action items, and follow up on deliverables.
Other duties may be assigned to support the operational needs of the Dean’s Office.