Executive Assistant, Student Health and Wellness Center

UVA Health

13h•$30 - $35•Onsite

About The Position

The University of Virginia's number one ranked Department of Student Health and Wellness(SHW) provides a comprehensive range of medical, mental health, well-being, and disability support services to all enrolled undergraduate and graduate students. The University of Virginia’s SHW Administration, a unit within the Department of Student Health and Wellness, is seeking an Executive Assistant. The Executive Assistant performs advanced, diversified, and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organizational policies and practices. The position must exercise discretion in handling confidential, sensitive, and timely information. The position will prepare meeting agendas, memos, and correspondence; coordinate busy and shifting office calendars; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. The Executive Assistant serves as the primary liaison for senior leadership. The anticipated hiring range for this position is $30-$35/hour commensurate with qualifications and experience. This is primarily a sedentary job involving extensive use of desktop computers. The job will occasionally require traveling some distance to attend meetings and programs. This position is located on the UVA Grounds in Charlottesville, VA. This is a nonexempt-level, benefited position; learn more about UVA Benefits. This is an in-office position. This position will not be able to sponsor applications for immigration now or in the future. The selected applicant will pass a criminal background check and drug screen.

Requirements

Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
Experience: 3+ years of relevant experience required.

Responsibilities

Anticipate the needs of senior leadership as listed above.
Review correspondence and draft responses as appropriate, or forward to the appropriate person for response .
Serve as contact person, screen and prioritize phone calls. Serve as liaison for UVA officials, community members, and parents.
Schedule and coordinate appointments with persons inside and outside of department. Maintain calendars, book meeting rooms, arrange for food and other items as needed. Maintain administrative suite copy/mail room and flex workstations.
Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Track administrative policies and procedures and update on the SHW intranet, ensuring review and approval by leadership committee occurs annually. Assists with accreditation site visits as directed.
Track, monitor and follow the progress of projects, action items, and strategies that emanate from the leadership committee and other senior management meetings as assigned. Ensure that appropriate follow-up actions are taken. Initiate subsequent follow-up meetings and communication for key stakeholders as directed.
Develop memos communiques, and correspondence including copy and fax projects, as requested. Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials. Ensure information flow to and from the executive’s office, via all types of venues (forums, correspondence, speeches, conferences, retreats, etc.) .
Type and edit documents in preferred format consistent with departmental and university branding.
Assist in searches led by senior leadership by organizing search and applicant materials, scheduling interviews, collecting interview feedback, and preparing search summaries.
Serve as Workday delegate for senior leadership.
Greet and receive visitors to the administrative suite and to the senior management team. Arrange for parking and other travel needs for visitors.
Arrange for travel and financial reimbursements for senior leadership.
Purchase products and food as requested for certain sections in SHW.
Assist the Assistant Director of Administrative Operations with onboarding and offboarding SHW employees.
In addition to the above job responsibilities, other duties and projects may be assigned by senior leadership or the Assistant Director of Administrative Operations.