Senior Or Intermediate Administrative Assistant Office Of Graduate & Postdoctoral Affairs

Senior Administrative Assistants provide clerical and administrative support for a single person, a group of people, an office, or a program. They are responsible for the same duties as an Intermediate Administrative Assistant, however, they operate with additional authority, independence, or level of complexity. They work under the general direction of a supervisor, and have a demonstrated capacity to work independently as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership. They may have latitude to set procedures to accomplish work tasks, establish office procedures, and ensure implementation. Senior Administrative Assistants may lead, train, and serve as subject matter experts to other administrative support staff. May supervise students and other support staff.

The Department of Biology in the College and Graduate School of Arts & Sciences and the Office of Graduate & Postdoctoral Affairs seek an Intermediate or Senior Administrative Assistant to support Graduate Training.

The Assistant will have the opportunity to work across multiple units to support graduate student research and education in a variety of fields. In particular, they will assist with the administration of an NSF-funded graduate training grant in the Life Sciences providing experience in reporting and project management. The Assistant will also collaborate with staff in the Office of Graduate and Postdoctoral Affairs to manage a portfolio of University-wide fellowship programs supporting students in multiple fields.

Intermediate Administrative Assistants perform clerical and administrative work to support a single person, a group of people, an office, or a program. They work under the general direction of a supervisor, and have a demonstrated capacity to work independently as well as the authority to make decisions based on standard operating procedures and policies, or per the guidance of leadership. They may have latitude to set procedures to accomplish work tasks.

Senior Administrative Assistants provide clerical and administrative support for a single person, a group of people, an office, or a program. They are responsible for the same duties as an Intermediate Administrative Assistant, however, they operate with additional authority, independence, or level of complexity. They work under the general direction of a supervisor and have a demonstrated capacity to work independently as well as the ability to make decisions based on standard operating procedures and policies, or per the guidance of leadership. They may have latitude to set procedures to accomplish work tasks, establish office procedures, and ensure implementation. Senior Administrative Assistants may lead, train, and serve as subject matter experts to other administrative support staff. May supervise students and other support staff.

The successful candidate will be expected to:

• Coordinate graduate travel awards, fellowship applications, communication with external evaluator
• Address questions about the training grant from students and faculty
• Help develop the annual report
• Organize and coordinate program events
• Maintain training grant website and advertising materials
• Attend annual NSF NRT meeting
• Communicate graduate fellowship opportunities and shepherd limited-application processes
• Assist with the tracking and management of budgetary resources for internal fellowship programs
• Assist with the development, distribution, and management of student award letters
• Confer with fiscal team members on the disbursement of internal fellowship awards and coordinate internal disbursement processes
• Assist with the collection and management of data on applications and awards for externally funded programs
• Manage the collection and review of post-funding activity reports
• In addition to these duties, other duties may be assigned.

Qualified candidates must have:

Intermediate Administrative Assistant
Education: High School Diploma
Experience: At least one year of relevant experience.

Senior Administrative Assistant

Education: High School diploma. Bachelor's may substitute experience.
Experience: Four years of relevant experience. Bachelor's degree may substitute for years of experience.

Preferred qualifications:

• Excellent verbal and written communication skills.
• Be a self-starter who can work independently on a variety of tasks, while balancing competing priorities.
• Strong attention to detail, and the ability to interpret, apply, and communicate policy and procedure at a level appropriate to the intended audience.
• Ability to build and foster relationships.
• Experience with grants administration.

This position is located In Charlottesville, VA. This is a non-exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits. This is a restricted position; continuation is dependent on funding and satisfactory performance.

APPLICATION PROCESS:

Process for External Applicants: Please apply through Workday, and search for “Senior or Intermediate Administrative Assistant Office of Graduate & Postdoctoral Affairs”. Complete an application online and attach a cover letter, CV/resume, and contact information for three professional references (name, email address, telephone number, and address).

Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs”, and search for “Senior or Intermediate Administrative Assistant Office of Graduate & Postdoctoral Affairs”. Complete an application online and attach a cover letter, CV/resume, and contact information for three professional references (name, email address, telephone number, and address).

For questions about this position or the application process please contact Rich Haverstrom, Faculty Search Advisor, at rkh6j@virginia.edu.

The University of Virginia, including the UVA Health System and the University Physician’s Group 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, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

MINIMUM REQUIREMENTSEducation: High School diploma. Bachelor's may substitute experience.Experience: Four years of relevant experience. Bachelor's degree may substitute for years of experience.Licensure: NonePHYSICAL DEMANDSThis 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.