Administrative Assistant to the Chair - State Of virginia : Job Details

About Us

The Department of Civil and Environmental Engineering (CEE) within the School of Engineering and Applied Science is home a community of educators and students that seek to design and maintain the built and natural infrastructure systems to support our society. Our mission is to educate future engineers charged with conceptualizing, creating, and maintaining infrastructure that serves society and protects the environment, and to generate and disseminate knowledge that advances sustainable, resilient, and equitable communities. To achieve this mission our team, inclusive of both our faculty and staff strive to create a community that values diverse perspectives, promotes excellence, and puts people at the center of our core values and mission.

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The Role

We are looking for an Intermediate or Senior Administrative Assistant to join our dynamic team. Administrative Assistants directly support a variety of administrative needs of the Department, from day-to-day office support to dedicated assistance to senior leadership, demonstrating professionalism, attention to detail, and exceptional organizational skills. The role will report directly to the Department Chair, but will also support activities from the core department leadership including the Associate Chair for Academic Program and the Associate Chair for Research & Strategic Initiatives.

Candidates must be able to exercise discretion in handling confidential, sensitive, and timely information. Basic administrative duties will include preparing meeting agendas, memos, and correspondence; coordinating a busy and shifting office calendar; attending meetings for purpose of recording, preparing, and distributing minutes and reports; as well as complete a variety of non-routine assignments.

Responsibilities will be varied and challenging, including tasks such as:

* Provide general, clerical coordination to support office operations.

* Report to the Department Chair 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.

* Providing support to event planning, document editing, project tracking and coordination

* Review and answer correspondence, as well as screen callers and visitors, which may include confidential matters.

* Act as a liaison with School of Engineering stakeholders, assisting in relationship building and project coordination with various constituents and leadership offices.

* 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 department projects.

* In addition to the above job responsibilities, other duties may be assigned.

Preferred Requirements

* An associate's degree and at least 2 years of professional experience in an office setting, with a preference for a bachelor's degree

* Ability to arrange business travel, coordinate meetings, and support agenda management and expense tracking

* Ability to prepare reports and PowerPoints, handle information requests, research and collect data, read and review scientific papers

* Ability to work in a fast-paced environment, handle multiple, competing, and simultaneous priorities effectively

* Demonstrated ability to effectively work and learn independently, seeking guidance when appropriate

* Demonstrated proficiency in oral and written communication skills with strong attention to detail and exceptional organizational skills

* Ability to present a professional demeanor while delivering a high level of internal and external customer service

* Ability to appropriately manage sensitive information and deploy diplomacy and tact in interactions with internal and external audiences that generate understanding, mutual respect, and goodwill.

* A positive attitude and ability to work well with management and in a fast-paced team environment

In addition to the qualifications listed above, applicants wishing to be considered for the Senior Level position also require:

* At least 4 years of professional experience in an office setting. A Bachelor's degree may be considered in lieu of experience.

* Ability to work independently and see a project to fruition with little oversight.

* Demonstrated ability to act independently and exercise judicious decision making on all fronts.

For both roles, the following are not required, but highly valued:

* A Bachelor's Degree, with preference for degrees in English, Communications, a STEM field

* Experience supporting a senior leadership role

* Experience working in higher education, government, research institutions, or other closely related organizations

* Superb written and oral communication skills, including experience with editing and evaluating written materials to correct errors and improve readability

This position will remain open until filled. This is an Non-Exempt level, benefited position. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment. For questions about the position or the application process, please contact Daniel Strong, Senior Recruiter at [email protected].

Please apply through the University job board, Careers at UVA , and search for R0066906.

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: a resume and cover letter.

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, i ncluding 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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.