Office Manager

University Advancement at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Office Manager. 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 Manager will play a vital role in ensuring the smooth operation of our office space and providing administrative support to multiple departments within the organization. This dynamic position requires a blend of administrative skills, facility management expertise, and a focus on enhancing the in-office employee experience. This role requires strong organizational skills, attention to detail, community and relationship building skills, and the ability to thrive in a fast-paced, collaborative environment.

The Office Manager will join the University Advancement Operations team and will report to the Associate Director of People Operations.

• Key responsibilities:
• Facilities Management:
  • Oversee the day-to-day operations of the office space, ensuring it is clean, organized, and welcoming for employees and visitors. Prepare collaborative spaces for meetings.
  • Coordinate with vendors and service providers for maintenance, repairs, cleaning, and other facility-related needs.
  • Conduct regular inspections to identify and address any issues with equipment, furniture, or infrastructure.
  • Maintain users and spaces in our desk hoteling system and provide on-site assistance and desk-side training to employees using the system.

• Employee Experience:
  • Collaborate with the People Operations team to create a positive and engaging in-office work environment.
  • Coordinate and staff office events, meetings, and activities ensuring seamless execution and fostering a sense of community.
  • Act as a point of contact for employee inquiries and requests related to office facilities and amenities.

• Administrative Support:
  • Provide administrative support to executives and staff members, including scheduling meetings, preparing presentation materials, correspondence, and mailings. Provide occasional reception desk coverage.
  • Schedule appointments. Set up and confirm travel arrangements, hotel accommodations, and car rentals. Provide travel itineraries. Process reimbursements efficiently and accurately.
  • Manage vendor relationships and payments.
  • Ensure accurate data entry and use metrics to prepare reports on key initiatives and programming.
  • Coordinate team projects to ensure tasks are completed on time and within scope.

Stong candidates for this role will have excellent organization and prioritization skills, with demonstrated proficiency in managing multiple tasks simultaneously. The incumbent will be detail-oriented with a high level of accuracy and have excellent written and verbal communication skills. Preference will be given to candidates with experience managing facilities, utlizing desk hoteling software, experience maintaining database records and producing reports, and utilizing design tools (e.g., Canva, Adobe Design Suite) to produce presentation materials.

Required Qualifications:

• Education: Bachelor's degree
• Experience: Two years of experience. Relevant experience may be considered in lieu of a degree.

Preferred Qualifications:

• Bachelor’s degree
• Experience with facilities management
• Administrative experience supporting high-level leaders
• Proficiency with Microsoft Office suite
• Prior experience with CRM databases and other marketing or event software such as Advance, Marketing Cloud, Eventbrite, etc.
• Strong organizational and multitasking skills.
• Experience with data entry and management.
• Excellent written and verbal communication skills.
• Ability to work collaboratively in a team and independently.
• Detail-oriented with a high level of accuracy.
• Experience creating presentation materials using tools such as Prezi, Canva, or PowerPoint.

Success in this role requires someone who is action-oriented, has a strong customer focus, savvy interpersonal skills, and the ability to work in a fluid and quickly changing environment. If this sounds like you, come join our team as we approach the conclusion of our Honor the Future fundraising campaign and prepare for the next iteration of University Advancement.

UVA Advancement offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This position is expected to be performed in person and will require a reliable presence in our shared office space located in Charlottesville, Virginia.

For additional information about the position, please contact April Sibiski, at nbu2ag@virginia.edu.

Diversity, Equity & Inclusion

Committed to attracting and retaining a diverse staff, University Advancement honors your experiences, perspectives, and unique identity. Together, we strive to create and maintain working environments that are inclusive, equitable, and welcoming so we can best achieve our mission of supporting our broadly diverse partners, schools, and networks of engaged alumni, parents, and friends of the University.

This is an exempt level, benefited position. This position is a restricted position and is dependent upon project need, availability of funding and performance. This position will not sponsor for work Visas. The anticipated Hiring Range: $60,000 - $65,000, commensurate with education and experience. The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through the University job board, Careers at UVA, and search for R0059062.

Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs’ or through their ‘Jobs Hub’. Applicants must complete an application online with the following documents:

• Resume
• Cover letter

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 Daniel Strong, Senior Recruiter at das6zb@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: Bachelor's degree
Experience: Two years of experience. Relevant experience may be considered in lieu of a degree.
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.