The School of Engineering and Applied Science at the University of Virginia seeks candidates to serve as an Administrative Specialist in the Department of Mechanical and Aerospace Engineering.

The Administrative Specialist supports the leadership and administrative functions of the department, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies, and knowledge of organizational policies and practices. They must exercise discretion in handling confidential, sensitive, and timely information. They prepare meeting agendas, memos, and correspondence; coordinate a busy and shifting office calendar; attend meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments. Executive Assistants serve as the primary liaison for executive and other senior management personnel.

Responsibilities

• Provide general, clerical coordination to support office operations.
• Report to the Director of Operations and serve as a member of the administrative staff team in supporting the needs of the department's students, faculty, and strategic initiatives.
• Assist the Department Chair with routine tasks, communication, and special projects.
• Assist with scheduling meetings, arranging business travel, and supporting agenda management and expense tracking.
• Serve as welcome and contact person for department visitors and stakeholders (faculty, etc).
• Act as a liaison with School of Engineering stakeholders, assisting in relationship building and project coordination with various constituents and leadership offices.
• Coordinate and facilitate specific processes related to department functions and committees.
• Help plan and support hospitality and events for visitors and partners to the department.
• Collaborate with other staff to streamline and improve work systems and tools.
• Understand and comply with organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Maintain electronic files and produce reports.
• Provide administrative support for special projects.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

Education: High School Graduate or equivalent required.

Experience: 3+ years relevant experience required.

Preferred Qualifications

• Experience managing complex calendars, schedules, and priorities effectively.
• Experience supporting senior leaders, preferably within higher education or a similarly multifaceted environment.
• Demonstrated proficiency in Microsoft Office suite, including Microsoft Outlook, SharePoint, OneDrive, Word, Excel, PowerPoint, and Teams

Physical Demands

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.

Salary Range: $26.00 - $35.00 per hour, commensurate with education and experience.

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.
• This position is based in Charlottesville, VA, and must be performed fully on-site.

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

The position will remain open until filled.

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 R0085423. Complete an application with the following documents:

• Resume
• Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position.

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.

Internal applicants may search and apply for jobs on the UVA Internal Careers website.

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.

For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu.

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.