University of Virginia

The Department of Chemistry at the University of Virginia (UVA) seeks applications for an Assistant to the Chair/Department Administrative Assistant. The UVa Chemistry Department currently employs 36 tenured, tenure-track and general, the largest graduate program in the Graduate School of Arts & Sciences, and an award-winning undergraduate program. More information on the department can be obtained by visiting www.chemistry.as.virginia.edu.

The successful candidate will be expected to perform operational support for a composite of several functions that support the department chair, the department as a whole, and be the department events coordinator. This could include fiscal administration, procurement, academic support, student services, communications, and other administrative functions. The position will be hired at the Senior Administrative Coordinator level.

Responsibilities will include:

• Manage Promotion & Tenure process, including keeping track of letters and pulling records/file management for promotion and tenure.
• Coordinate seminars and visits of any special guests.
• Coordinate faculty recruitment, including faculty candidate visits and provide administrative support for faculty hiring committees.
• Coordinate the departmental retreat and other special events.
• Assist with preparation of departmental reports.
• Provide administrative support for peer assessment.
• Provide administrative support and coordinate submission of faculty awards.
• Provide administrative support for efforts of faculty led initiatives.
• Manage special projects as assigned by the department chair.
• Provide public relations support, by administering the department website, helping with social media, making publicity slides for monitors, etc.
• Assist with alumni outreach, including coordinating the annual departmental newsletter.
• Maintain faculty personnel records, including promotions, leaves, etc.
• Maintain minutes of faculty meetings.
• Be the administrative assistant to the chair and associate chair. Assist department chair with preparing chair letters and responding to chair emails.
• Help with room scheduling and parking for dept. events.
• Perform a variety of duties requiring a broad understanding of organizational operations, procedures, and personnel.
• Interpret and communicate departmental and divisional policies and procedures, making decisions on specific operating problems and issuing instructions.
• Study reports received, check and compare with previous reports or other data, and bring to the attention of the supervisor significant items, changes, errors or omissions.
• Maintain up-to-date department, A&S and University policies and procedures knowledge and advise the department on changes or updates.
• Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.
• Independently generate complex and detailed presentations and reports.
• In addition to the above job responsibilities, other duties may be assigned.

Qualified candidates must have:

Education: High School Diploma

Experience: At least six years’ experience

Preferred knowledge, skills and abilities Include:

• Ability to organize and prioritize work independently,
• Excellent writing and communication skills,
• Proficiency in Microsoft Office software applications, web-design, and Slate and UVA SIS (Student Information System) applications.
• Knowledge or previous work experience in higher education environment.
• Proficiency in project management is a plus.

The Senior Administrative Coordinator will report to Seth Matula, Department Finance and Administration Manager for the Chemistry Department.

For additional information about the position, please contact Seth Matula, Department Finance and Administration Manager at sem8e@virginia.edu.

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.

This position is located In Charlottesville, Virginia with the expectation of in-person work.

The anticipated start date is as soon as possible but preferable by August 1, 2025.

This is a Non-Exempt level, benefited position.

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

This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

To Apply:

External applicants must apply online at https://jobs.virginia.edu/us/en/job/ and search for R0073360. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0073360. Complete an application online with the following documents:

• CV or 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

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA’s commitment to non-discrimination and equal opportunity employment.