Department Of Mathematics Administrative Coordinator

Intermediate Administrative Coordinators perform operational support for a composite of several functions including fiscal administration, procurement, human resources, academic support, student services, communications, grants administration, and other administrative functions. They are distinguished from Administrative Coordinator by increased complexity of work, level of supervision received, and degree of autonomy. At the Intermediate level, they work independently and participate in the planning and execution of departmental policies and procedures and serve as subject matters experts for administrative functions.

The Department of Mathematics at the University of Virginia College and Graduate School of Arts and Sciences seeks applications for an Intermediate or Senior Administrative Coordinator. For more information about the Department of Mathematics, visit this link. The department curriculum broadly covers mathematics, and our students are well-prepared for careers in academia and industry. Our faculty are internationally recognized experts in their fields of expertise, and they have received Fulbright Fellowships, Guggenheim Fellowships, NSF CAREER and PECASE Awards, Packard Fellowships, Sloan Research Fellowships, and multiple invited ICM lecturers. Many of our faculty are or have been Fellows of the American Mathematical Society.

This successful candidate will be expected to:

• Serve as the undergraduate and graduate coordinator for the department, including overseeing confidential student records in the Student Information System (SIS) and auditing them regularly to ensure that students are properly enrolled and are meeting key deadlines and milestones in their programs.
• Respond to queries from enrolled and prospective students and handle general dissemination of program information.
• Coordinate student degree eligibility and degree confirmation in support of department graduation.
• Be the first point of contact for faculty, staff, students, and visitors, providing assistance as needed. Provide general administrative support for the department, including answering phones, opening mail, and ordering supplies.
• Assist with event coordination to organize graduation, conferences, and various departmental functions (e.g., weekly seminars, colloquia and teas) that occur regularly throughout the year.
• Make travel and lodging reservations and process expense reimbursements for departmental visitors as needed.
• Purchase supplies and process purchases on a T&E card as needed.
• Support the ongoing operations, including special projects, of the department. Perform a variety of duties requiring an understanding of organizational operations, procedures, and personnel.
• In addition to the above job responsibilities, other duties may be assigned.

Intermediate and Senior Administrative Coordinators typically support a composite of several operational functions including procurement, academic support, student services, communications and other administrative functions. They are able to independently understand and interpret policy and use judgment to perform their duties. Senior Administrative Coordinators are responsible for many of the same duties as Intermediate Coordinators, however, they operate with additional authority, independence, or a level of complexity. They demonstrate an understanding of the organizational culture and business drivers and are able to anticipate team needs and expectations. They interpret policies and establish internal procedures across multiple functional areas and perform work tasks independently with little supervision. They may supervise students and other support staff.

Minimum requirements for Intermediate Administrative Coordinator:

Education: High School Diploma
Experience: At least four years of experience

Minimum requirements for Senior Administrative Coordinator:

Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Preferred experience and qualifications:

• Experience in a support capacity in an academic environment
• Experience with event coordination
• Familiarity with Workday and Zoom
• Proven ability to maintain calendars, prioritize responsibilities in order to meet competing deadlines, and apply problem-solving techniques to analyze and resolve complex situations.
• Manage multiple tasks in a fast-paced, demanding and complex environment.
• Work well as a team member, as well as independently with minimal supervision.
• Preferred Computer Applications: Microsoft Word, Outlook, Excel and SIS (Student Information System)

For additional information about the position, please contact Rich Haverstrom, at rkh6j@virginia.edu.

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally requires traveling some distance to attend meetings, and programs.

This position is located in Charlottesville, VA, and is primarily an on-site role. A minimum amount of hybrid work may be available dependent upon the needs of the department and the incumbent's performance.

Anticipated Hiring Range: Commensurate with education and experience. This is a non-exempt level, benefited position.

For more information on the benefits at UVA, visit https://hr.virginia.edu/benefits.

This position will remain open until filled. Review of applications will begin March 20, 2024. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

Application Instructions: Apply through Workday https://hr.virginia.edu/careers-uva/job-openings and search for R0058518. Complete an application online and include the following documents:

• Resume
• Cover Letter
• Contact information for three professional references

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Rich Haverstrom, rkh6j@virginia.edu .

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

MINIMUM REQUIREMENTS Education: High School Diploma Experience: At least four years experience Licensure: None 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.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library,are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.