Assistant Director for Academic Programs, Department of Chemistry

UVA Health•Charlottesville, VA

5d•$70,000 - $80,000•Onsite

About The Position

The Department of Chemistry at the University of Virginia seeks an Assistant Director for Academic Programs. This Student Programs Administrator will partner with faculty leadership across the department's undergraduate and graduate programs to ensure that both populations experience consistent, well-run administration and an exceptional student experience. The Assistant Director for Academic Programs serves as the primary support and strategic partner to the Director of Undergraduate Programs (DUP) and the Director of Graduate Studies (DGS), balancing strategic program ownership with hands-on execution and functioning as the department's key point of accountability for how both programs operate.

Requirements

Bachelor's degree required
5+ years of relevant experience in higher education administration or academic program management
Exceptional written and verbal communication, and the professional presence to represent both programs credibly to students, faculty, and central university offices
Experience in higher education administration, with demonstrated ownership of academic programs at the undergraduate and/or graduate level
The ability to interpret and apply university, school, and departmental policy with sound, independent judgment
Direct experience supporting students through advising coordination, admissions, onboarding, and milestone progression
A student-centered orientation that extends across program types and levels
Comfort working across institutional partners and building relationships with central offices
Strong data literacy, including the ability to monitor program health, interpret trends, and use evidence to drive continuous improvement
Experience designing or improving administrative processes and systems, rather than only executing those that are handed down

Nice To Haves

Master's degree preferred
2+ years of formal management experience preferred

Responsibilities

Serve as the primary support and strategic partner to the Director of Undergraduate Programs and the Director of Graduate Studies.
Oversee admissions cycle operations for graduate applicants and support the declaration process for undergraduate majors and minors, from first contact through enrollment.
Maintain the authoritative record of student progress for undergraduate majors and minors and for PhD and MS students, flagging students at risk of falling behind in either population.
Track and support degree-completion requirements and processes for graduate students — including graduation applications, required forms, and associated approvals — and support planning for a joint graduation/commencement recognition for both programs.
Serve as the department's point of coordination with the International Studies Office on visa and compliance matters for international graduate students.
Own new student orientation and onboarding for the graduate program and coordinate onboarding touchpoints for undergraduate majors where departmental programming exists.
Serve as the first point of contact for prospective and current students at both levels, resolving routine matters directly and escalating genuinely ambiguous or high-stakes cases to the appropriate director.
Coordinate graduate recruitment events, including recruitment weekend and individual visits.
Monitor program metrics — including graduate and undergraduate enrollment trends, year-over-year trends in declared majors and minors, time to degree, and milestone completion — across both programs.
Identify problems, trends, or risks before they are flagged by others, and bring recommendations, not just reports, to the appropriate director.
Independently produce complex reports and presentations for internal review, accreditation, and assessment purposes.
Design and maintain the internal procedures, timelines, and recordkeeping systems or needs that keep both programs auditable and consistent year over year.
Act as the department's authoritative liaison to central offices — including the Registrar and the undergraduate Dean's office for undergraduate matters, and GSAS, ISO, and Admissions for graduate matters — negotiating routine exceptions without requiring faculty involvement.
Function as the primary administrative partner to the Undergraduate Curriculum and Advising Committee and the Graduate Studies Committee, preparing materials and ensuring committee decisions are implemented and documented.
Plan and manage student programming across both populations — including awards, career development, research opportunities, and professional development — as an ongoing portfolio rather than a series of one-off events.
Supervise, mentor, and develop staff supporting the department's academic programs (e.g., an Administrative Coordinator role), fostering a culture of excellence and continuous improvement in service delivery.
Set clear expectations, support professional growth, and conduct regular performance evaluations.