Administrative Generalist, NSDPI
University of Virginia
The Administrative Generalist will report to the Director of Operations and will primarily act as the assistant to the executive director of the Institute performing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. The person in this position will manage the Director’s travel and meeting schedule; obtain and help prioritize briefing materials for meetings; manage, monitor, and help prioritize the flow of information and the status of projects; make travel arrangements and prepare reimbursement requests; coordinate or prepare drafts of select correspondence (as appropriate); and perform project management, policy research, and other duties as assigned. Additional responsibilities will include office management and general administration support for the Institute.
Executive Assistant Responsibilities
- Anticipate the needs of the executive director.
- Strategically manage constantly evolving travel and meeting schedule for executive director.
- Prepare agendas and identify meeting participants. Collect, prepare, and distribute appropriate briefing materials.
- Coordinate travel arrangements, including transportation and lodging for executive director, and others as needed.
- Prepare travel and other reimbursements for executive director, maintaining appropriate documentation and following required procedures.
- Review correspondence and draft responses as appropriate, or forward to the appropriate person for response.
- Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- 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.
- Stay abreast of the Institute’s calendar and significant dates at the University and national political calendars.
- Support board meetings with necessary events planning, communications and support materials.
Office Management Responsibilities
- Oversee daily office operations.
- Coordinate scheduling for Institute’s meeting rooms and convening spaces.
- Provide support for Institute meetings as needed such as organizing catering, providing technological support, room set-up, etc.
- Manage office supplies and equipment. Monitor inventory and purchase needed supplies.
- Prepare management-level reports, draft correspondence and contracts, manage paperwork.
- Oversee and coordinate facility maintenance, repairs, and renovations.
- Coordinate with IT to ensure all hardware and software meet the needs of employees.
- Assist with implementing, maintaining, and improving office policies and procedures.
- Provide administrative support as needed for the finance, communications, operations, programming, and research teams.
In addition to the above job responsibilities, other duties may be assigned.
The Institute offers a flexible working environment. While a work-from-home schedule is negotiable, this position is based in Charlottesville, VA, and must be performed on-site. Fully remote work will not be considered.
Minimum Qualifications:
- US Citizenship
- Education: Bachelor's degree in relevant subject
- Experience: At least three years of relevant exempt level experience, preferably supporting a senior executive. Relevant exempt level experience may substitute for a degree.
Preferred Qualifications:
- Highly organized with attention to detail and high level of accuracy.
- Ability to maintain confidentiality and exercise excellent judgement.
- Strong writing and editing skills.
- Able to work independently with little oversight to prepare and compose correspondence; and create and maintain electronic files and records.
- Able to multi-task and adapt to a fast-paced environment with changing priorities.
- Professional and positive demeanor in regularly evolving situations.
- Effective communication and relationship building with a diverse group of individuals and organizations.
- Proficiency with Microsoft Office Suite, specifically Word, Outlook (particularly scheduling functions), Excel, and PowerPoint, Forms and Teams.
- Experience working on websites and social media a plus.
About the Position
The salary range is between $60,000-$65,000 and is commensurate with qualifications and experience. This position will not consider candidates who require immigration sponsorship now or in the future. This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
This is a exempt-level, benefited position; learn more about UVA Benefits. This is a restricted position, which is dependent on funding and is contingent upon funding availability.
Application Timeline
This position will remain open until filled. Review of applications will begin after March 16, 2026.
How to Apply
Applicants not employed at UVA please apply through the UVA job board; current employees please search and apply for jobs on the UVA Internal Careers website and complete an application. Complete an application with the following documents:
Resume
Cover Letter
Applications without all required documents will not receive full consideration.
Reference Check Process
Please note that finalists will be asked to provide a list of professional references. The selected applicant will pass a criminal background check.
About UVA and the Community
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Contact
For questions about the application process, please contact Michele Jarman, Academic Recruiter.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.