External Relations at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Advancement Associate for the Alumni and Parent Travel program (Cavalier Travels) to support Global Networks and Programs in the Office of Engagement. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

The Office of Engagement strengthens the relationship that alumni, friends, and families have with the University of Virginia by creating lifelong connections. The Cavalier Travels program aims to connect constituents to the University and each other by providing opportunities for exploration and discovery of destinations worldwide. The Advancement Associate reports to the Senior Associate Director for Alumni and Parent Travel.

Position Summary

The Advancement Associate will provide administrative support to the Senior Associate Director and Assistant Director in executing 15 to 23 trips per year by managing procurement needs, preparing trip materials, and providing customer service. The Advancement Associate will establish and maintain relationships with colleagues in the Office of Engagement and External Relations; faculty and staff; UVA alumni, friends, and families; and tour operators.

Responsibilities

• Complete expense reports in compliance with stated guidelines and policies for team members, trip hosts, foundation employees, and faculty

• Manage trip stipends for approved faculty

• Manage procurement needs such as credit card payments, purchase orders, vendor registration, and contract approvals

• Review monthly budget reports

• Communicate professionally by phone and email with constituents, alumni, faculty, staff, leadership, and tour operators

• Take and enter registrations in the Cavalier Travels database

• Manage trip details through shared drive and Monday.com

• Manage trip folders

• Create directories, bookmarks, and labels for mailings

• Manage trip photos

• Other duties as assigned

Minimum Qualifications

• Education: High School Diploma / GED required

• Experience: At least 2 years of related experience

• Proficient in computer applications, including Microsoft Word and basic Excel

• Detail-oriented with a strong administrative skill set

• Excellent interpersonal skills with the ability to work independently and as part of a team

• Excellent oral and written communication skills, organizational skills, listening skills, and ability to meet deadlines

Preferred Qualifications

• Bachelor’s degree

• Ability to create expense reports in Workday

• Proficiency in the Microsoft Office Suite

• Proficiency in the project management software Monday.com

• Working knowledge of the External Relations CRM (Salesforce)

• Working knowledge of the Event (planner) software Blackthorn

• Experience in a travel-related field

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. This position will be part of a three-person team. It does not require travel outside of Charlottesville. The position requires the use of office equipment and the ability to lift 20 pounds.

Salary Range

• The anticipated hiring range is $21.64 to $24.04 / per hour, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, part-time (20 hours/week) benefited position. Learn more about UVA benefits.

• This is a restricted position, which is dependent on funding and is contingent upon funding availability.

• This position requires weekly in-office work at University External Relations located within Old Ivy Hall, 2420 Old Ivy Road, Charlottesville, VA, 22903, with the option to work remotely when in-office work is not required. The University’s business hours are 8:00 a.m. to 5:00 p.m. Eastern Standard Time, Monday through Friday. A regular weekly schedule is desired.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after March 31, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.

• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0081878. Complete an application with the following documents:

• Resume

• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Reference Check Process

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

• For additional information about the position, please contact Sandi Hall, Senior Associate Director for Staff Success at eym5wh@virginia.edu.

• For questions about the application process, please contact Jon Freeman, HR Recruitment Specialist at jf2sw@virginia.edu.

Job Profile

J2248 - Advancement Services Operations and Service 2

Career Stream and Level

Operations and Service-O2

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.