Faculty Affairs Administrative Assistant

UVA Health•Charlottesville, VA

8d•$22 - $23•Onsite

About The Position

The University of Virginia School of Data Science seeks a Faculty Affairs Administrative Assistant to provide administrative coordination and special project support that advances the School’s strategic goals and ensures smooth operations. The role operates under the direction of the Manager of Faculty Affairs and coordinates with the administrative team directed by the Associate Dean for Administration. The position supports the Office of Faculty Affairs and the School’s general administrative core team. Duties include coordinating faculty travel, meetings, purchasing, expense tracking, PhD student conference travel logistics and funding, confidential correspondence, and Faculty Affairs events. The assistant also helps faculty navigate University and School expenditure and travel policies, communicates with the finance team, and documents financial processes in accordance with applicable policies. Other duties may be assigned. This is a full-time, in-person, benefited, non-exempt position at the School of Data Science in Charlottesville, Virginia. The salary range is $21.63–$23.07, commensurate with education and experience. The position remains open until filled.

Requirements

High school diploma or equivalent.
At least 1 year of relevant experience.

Nice To Haves

Ability to work independently and as part of a team.
Excellent verbal, written, and interpersonal communication skills.
Effective workflow organization skills.
Ability to be flexible, prioritize tasks, and stay organized.
Ability to manage time and resources effectively to complete work efficiently.
Ability to develop and contribute to collaborative relationships in pursuit of individual, School, and University goals.
Ability to adapt to changes in work processes and environment.
Ability to use a variety of platforms and programs, including Microsoft Office 365 products for collaboration and document management.
Confidence in learning and exploring new technology tools and resources.

Responsibilities

Support calendaring and general administrative functions for the Office of Faculty Affairs.
Provide administrative coordination and operational support as part of the general administrative core team, with a focus on the Office of Faculty Affairs.
Arrange non-grant-related business travel, schedule meetings, handle purchasing, and track faculty expenses as appropriate.
Manage and track logistics and funding details for PhD student conference travel.
Handle confidential materials and correspondence as needed.
Provide administrative support for Faculty Affairs events, including catering coordination, room reservations, itineraries, travel coordination, and related support.
Serve as the first point of contact for School of Data Science faculty seeking guidance on University and School expenditure and travel policies; help create, refine, and clarify additional guidelines.
Communicate with the School of Data Science finance team to ensure funds are used appropriately and promptly.
Collect and document information related to financial processes in accordance with University and School policies.
Perform other duties as assigned.