Environmental Sciences Office and Administrative Operations Coordinator

University of Virginia

10d•$23 - $27•Onsite

About The Position

The Department of Environmental Sciences (ENVS) in the College and Graduate School of Arts & Sciences seeks an Office and Administrative Operations Coordinator to support departmental operations and special projects, The qualified candidate must embrace and practice departmental values of environmentalism, honesty, teamwork, demonstrated professionalism, attention to detail and exceptional organizational skills. DUTIES AND RESPONSIBILITIES Provide general administrative support including greeting students, faculty, and visitors, answering phones, opening mail, preparing correspondence, maintaining calendars, scheduling meetings, and occasionally taking minutes for meetings. Support ongoing ENVS operations, including special projects of the department. Provide some fiscal support to the department, include preparing purchase requisitions for departmental office supplies and department events. Provide academic and student support, assisting students with academic program questions,. Provide basic administrative assistance to faculty, including distributing course and exam materials as needed. Provide logistical support for committees, Assist with basic onboarding of new employees; keys, mailboxes etc. Issue parking passes for visitors (online portal) and department affiliates. Make purchases with Travel and Expenses (T&E) card and reconcile regularly. Coordinate departmental events, including weekly seminar series, graduation ceremony, student orientation, etc. Provide event planning support (examples Odum dinner, graduation, Enviroday) including venue booking, meal planning, travel arrangements, reimbursements, and invitations. Handle travel arrangements and reimbursements for seminar speakers, department affiliates, recruiting and visiting scholars. Identify and recommend changes to existing processes to improve accuracy, efficiency, and quality service. Submit work orders to Facilities Management and housekeeping as needed. Maintain appearance and organization of reception area, mailroom, and supply closet. Lock up building in the afternoon. Unlock second floor door in the AM. Other duties as assigned Work currently performed on-grounds in Clark Hall. Option for telework is limited and on a case-by-case basis.

Requirements

High School Diploma/GED is required
1+ year of relevant experience is required

Nice To Haves

Excellent verbal, written, and interpersonal communication skills.
Ability to adapt and adjust to changes in work processes and environment.
Receptive to innovative ideas and accepts other perspectives.
Ability to use a variety of platforms and programs including Microsoft Office365 products.
Ability to build relationships, develop internal and external partnerships, and influence change.

Responsibilities

Provide general administrative support including greeting students, faculty, and visitors, answering phones, opening mail, preparing correspondence, maintaining calendars, scheduling meetings, and occasionally taking minutes for meetings.
Support ongoing ENVS operations, including special projects of the department.
Provide some fiscal support to the department, include preparing purchase requisitions for departmental office supplies and department events.
Provide academic and student support, assisting students with academic program questions,.
Provide basic administrative assistance to faculty, including distributing course and exam materials as needed.
Provide logistical support for committees
Assist with basic onboarding of new employees; keys, mailboxes etc.
Issue parking passes for visitors (online portal) and department affiliates.
Make purchases with Travel and Expenses (T&E) card and reconcile regularly.
Coordinate departmental events, including weekly seminar series, graduation ceremony, student orientation, etc.
Provide event planning support (examples Odum dinner, graduation, Enviroday) including venue booking, meal planning, travel arrangements, reimbursements, and invitations.
Handle travel arrangements and reimbursements for seminar speakers, department affiliates, recruiting and visiting scholars.
Identify and recommend changes to existing processes to improve accuracy, efficiency, and quality service.
Submit work orders to Facilities Management and housekeeping as needed.
Maintain appearance and organization of reception area, mailroom, and supply closet.
Lock up building in the afternoon. Unlock second floor door in the AM.
Other duties as assigned