Executive Assistant, Center for Diabetes Technology
University of Virginia
The Executive Assistant is responsible for a variety of support and high-level assistance across a composite of administrative service areas in the Center for Diabetes Technology (the “Center”) including management assistance, procurement, HR support, student support and services, Center communications, VISA management services, space and facilities management. The position, in addition to providing support to all faculty and staff, will provide principal assistance to the Chief Operating Officer. The planned responsibilities and authority are equivalent to other Executive Assistants across Grounds. The Executive Assistant is distinguished by their experience in performing the essential functions of the position. The primary focus is to support professional services, which may include project management, administrative program creation, support and oversight. This position may also serve in a lead role for certain administrative projects.
Job Responsibilities:
Operate with the authority to affect, interpret, or implement operating practices as directed by the Chief Operating Officer.
Support business operations and planning, working closely with the Chief Operating Officer.
Perform a variety of operational duties that facilitate the day-to-day operations at the Center.
Interpret Center policies and procedures, assisting with decisions on specific operating processes at the Center.
Advise Chief Operating Officer, faculty and staff members on administrative requirements and issues.
Support the Chief Operating Officer with the coordination of confidential personnel matters.
Control and maintain personnel records of the Center and inform appropriate staff members of various HR matters.
Resolve problems that have a significant impact on the operational and administrative goals of the Center.
Represent the Center in meetings and serve on committees representing the interests to the Center.
Identify areas for additional opportunities for improvements in administrative operational matters through networking with colleagues and other UVA schools/units.
In addition to the above job responsibilities, other duties may be assigned.
Other Key Activities:
Executive Assistance
- Support the leadership/executive team/Faculty
- Scheduling – meetings, conferences, travel, visitors
- Expense report – process leadership team expense and reimbursements
- Special Events – organize and manage department events, including logistics, invitations, and onsite coordination
- Communication of Center Wide Directives and scheduling of annual performance reviews
Research Activities
- Assist with organizing Distinguished Speaker Series Logistics
- Conferences Planning and Scheduling
Operations
- Full Support to the Chief Operating Officer for all administrative matters
Visa Administration support - J1 & H1-B, TN, F1, etc.
Assist UVA HR in the recruitment and onboarding of new hires
Office Management
- Day to day operations of the 3rd floor research center
Purchasing
- Assist Finance with Procurement and Disbursement Activities
MINIMUM REQUIREMENTS:
Education: Bachelor's Degree or combination of education and related experience in lieu of a degree required.
Experience: 4+ years of relevant experience required.
Licensure: None.
Preferred Qualifications:
- Experience using Workday
- 2+ years of work experience as an Executive Assistant
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.
Salary will be commensurate with education and experience. This is an exempt-level, benefited position. Learn more about UVA benefits.
This position is based in Charlottesville, VA, and must be performed fully on-site.
Background checks and pre-employment health screenings will be conducted on all new hires prior to employment.
HOW TO APPLY
Please apply online, by searching for requisition number R0078593. Complete an application with the following documents:
- Resume
- Cover Letter
Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.
Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. For questions about the application process, please contact Jeremy Brofft, Senior Recruiter at xmf9ad@virginia.edu.
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.