University of Virginia · 1 month ago
Division Administrative Assistant
Wise, VA
Full-time
Onsite
Mid LevelThe University of Virginia's College at Wise is seeking a Division Administrative Assistant to provide administrative support for the Vice Chancellor for Strategic Engagement and Government Relations. The role involves coordinating scheduling, preparing materials for meetings, and performing various administrative tasks to ensure efficient office operations.
Higher Education
Responsibilities
Provide administrative support for the Vice Chancellor for Strategic Engagement and Government Relations
Coordinate scheduling and administrative support functions to ensure efficient and effective operations
Prepare materials and plan logistics for staff meetings and board meetings
Process invoices, budget reconciliation, monthly, quarterly and year-end reports, grant administration, creating and editing presentations as well as promotional materials and correspondence
Maintain reports related to expenses, finances, inventories, or other specialized reports
Establish, maintain, and update files, databases, records, and/or other documents
Sort, screen, review, and distribute incoming and outgoing mail
Prepare or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports
Schedule and coordinate meetings, events, interviews, appointments and/or other similar activities for supervisors
Provide assistance with coordination and preparation of materials for staff meetings and board meetings
Assist department management and staff in problem solving, project planning, and development and execution of stated goals and objectives
May lead and train staff and/or student employees, as required
Perform miscellaneous job-related duties as assigned
Qualification
Required
Considerable experience working in an office environment involving proficient use of MS Office Word, Excel, PowerPoint and Outlook
Considerable knowledge of administrative, office, and budgetary procedures
Ability to communicate effectively, both verbally and in writing
Possess excellent interpersonal skills
Ability to interpret/analyze data and prepare reports
Maintain confidentiality of proprietary information
Coordinate logistical services
Prioritize work
Make sound recommendations and decisions
Applies knowledge of prescribed policies, procedures and technology to a specific program or initiative
Maintains reports related to expenses, finances, inventories, or other specialized reports
Maintains records such as quantity and quality of items purchased, credit or reimbursements due
Provides administrative support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative issues and inquiries
Establishes, maintains, and updates files, databases, records, and/or other documents
Develops and maintains data, and performs routine data analyses and calculations in the processing of data for recurring internal reports
Sorts, screens, reviews, and distributes incoming and outgoing mail
Composes, prepares, or ensures timely responses to a variety of routine written inquiries
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports
Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for supervisors
Provides assistance with coordination and preparation of materials for staff meetings and board meetings
Assists department management and staff in problem solving, project planning, and development and execution of stated goals and objectives
May lead and train staff and/or student employees, as required
Performs miscellaneous job-related duties as assigned
Working knowledge of basic bookkeeping/accounting principles
Word processing, data entry and database management skills
Ability to gather and analyze statistical data and generate reports
Collect and organize material for reports by determining what is available and what should be included to present the information in an organized format
Ability to create, compose, and edit written materials including PowerPoint presentations
Ability to maintain multiple calendars and schedule appointments/events
Ability to analyze and solve problems
Ability to make administrative/procedural decisions and judgements
Preferred
Experience in grants management or administration
Associates degree in Administrative Support Technologies, related field or equivalent work experience requiring relevant job skills
Company
University of Virginia
The University of Virginia was founded in 1819 as the model for modern universities that has since been emulated all over the world.
Founded in 1977
10001+ employees
H1B Sponsorship
University of Virginia has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
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2025 (263)
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Funding
Current Stage
Late StageLeadership Team
Greg Fairchild
Dean and CEO, UVA|Northern Virginia
Luis Alvarez
President and CEO
Recent News
The Republic Reporter
2024-02-29
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