Senior Department Administrative Coordinator

UVA Health

12d • $58,000 - $62,000 • Hybrid

About The Position

The Department of Architecture at the University of Virginia School of Architecture is seeking applications for Senior Department Administrative Coordinator. This department comprises over forty full-time faculty members and more than three hundred undergraduate and graduate students and is also supported by a second, part-time Administrative Coordinator.
Architecture is the largest of four departments within the school, which also includes Urban and Environmental Planning, Landscape Architecture, and Architectural History. The Senior Department Administrative Coordinator will oversee the day-to-day operations of the department under the supervision of the department chair. This role also includes supporting the department chair and collaborating with other staff, including the Dean's office, communications, finance, IT, admissions, and Administrative Coordinators across departments.
For more information about the Department of Architecture, visit https://www.arch.virginia.edu/programs/architecture.

Requirements

• Education: High School Diploma or equivalent
• Experience: 1+ year of relevant experience required

Nice To Haves

• Experience in a support capacity in an academic environment and a willingness to take on new initiatives as they arise.
• Experience developing and managing budgets and ability to interpret and assess regular financial reporting.
• Ability to manage multiple tasks in a fast-paced, demanding and complex environment while remaining flexible and collegial.
• Ability to work well as a team member, as well as independently with minimal supervision.
• Preferred Computer Applications: Microsoft Word, Outlook, Excel, Adaptive and SIS (Student Information System)

Responsibilities

• Support for Department Chair & Leadership: Manage the chair’s workload, calendar, meeting schedules, accreditation tasks, and department events. Provide ongoing administrative coordination.
• Department Operations & Workflow Management: Oversee department meeting logistics (scheduling, agendas, food orders), coordinate with school‑wide offices, manage calendars, track task completion, oversee collection/distribution of department materials (syllabi, office hours, hiring descriptions, proposals).
• Budget & Financial Management: Partner with the chair on budget development and monitoring. Review monthly reports, address inconsistencies, and handle day‑to-day financial requests. Occasionally guide faculty/staff on reimbursements and travel processes, reconcile department credit card purchases, and coordinate with Finance on Workday/FDM matters, ensuring purchasing aligns with university policy.
• Cross‑Unit Collaboration + Support: Utilize and help refine shared administrative resources across academic departments. This role is expected to evolve to include up to 30% support for school-wide committees and initiatives, likely beginning after the first year, once departmental priority processes are understood and implemented.
• Administrative Support: Provide administrative support, including onboarding/offboarding, faculty search coordination, faculty promotion process management, and visiting professorship logistics.
• In addition to the above job responsibilities, other duties may be assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED