The University of Virginia Darden School of Business, one of the world's leading business schools, seeks a professional Business Operations Specialist to support Darden's Center for Global Initiatives (CGI) team.
The Business Operations Specialist supports the mission of CGI, integrating Center projects, financial operations, office administration and logistics to enhance their working relationship with the Darden faculty, staff, students and other stakeholders. This position oversees day-to-day operations of the Center, provides executive support, and manages expenditures and reimbursements as well as completing event planning and travel support tasks. The Specialist provides senior executive assistance to and supports the Darden Student Success Group in partnership with the associate dean and chief student engagement officer to ensure success. This position coordinates all facets of scheduling, calendar and supporting correspondence and engagement with many stakeholders, working with highly confidential information.
Specific competencies include an understanding of financial and budget processes, organizational skills, written and oral communication skills, demonstrated project management skills, and the ability to establish and maintain productive working relationships across a wide range of constituencies.
This position is located in-person in Charlottesville, VA.
Specific duties and responsibilities:
Budget and Accounting
Assists with financial requirements, reimbursements, expense tracking and projects.
Provides year-to-date updates as requested.
Ushers contracts through procurement process.
Processes all invoices and credit card statements for the Centers and Darden Worldwide Courses (DWCs), ensuring that all expenditures meet the donor's intent and are in keeping with the Center's mission.
Manages reimbursement processes as needed for CGI, including in relation to global courses.
Processes basic purchasing responsibilities in the UVA Marketplace.
Drafts internal and external correspondence for the Center.
Prepares talking points, meeting agendas and action items on a routine basis.
Takes notes and helps with meeting follow-up.
Manages some Center websites and publications, including compiling information, drafting, editing, and/or graphic design, as well as photo collection and library management.
Independently oversees activities, coordinates calendars and oversees general office administration.
Manages scheduling for conference and meeting spaces for the Center.
Oversees the regular maintenance of facilities, equipment, and office supplies.
Oversees the orientation, scheduling onboarding meetings for new employees.
Handles catering requests on behalf of the Center.
Orders gifts for all global courses and CGI's engagement gift needs.
Provides basic administrative support for the center's global programs for tasks such as folder organization and lends a supportive hand where needed.
Manages logistics related to the Center's annual retreat, team meetings and workshops.
Schedules guest visits and arranges guest visit schedules, including meeting scheduling and assistance with travel, general hosting duties related to guest arrival and wayfinding.
Executive Administrative Assistant Duties
Provides executive administrative support for the associate dean and chief innovation and student engagement officer.
Coordinates all facets of executive level meetings, maintaining the calendar and tracking and ensuring timely follow-up and agenda-setting for the associate dean.
Manages correspondence and communication for the associate dean.
Responsible for business travel arrangements, all reimbursements and manages other transactions as requested.
Darden Student Success Group (DSSG) management
Schedules weekly meetings. Attend and take notes.
Schedules semester gatherings for all DSSG units and manages logistics related to these gatherings
Schedules cross-unit meetings.
Provides project support to associate dean on other DSSG initiatives.
Provides logistical support for the summer and winter retreats.
Professional experience and education:
Bachelor's degree with three years of administrative/general office support experience required. Relevant experience may be considered in lieu of a degree.
Advanced skill in verbal and written communication and in gathering and reporting information.
Excellent communication skills as the position requires frequent interaction with many individuals, internal and external, in a high-energy environment.
Excellent organizational skills and ability to handle and prioritize multiple high-level projects simultaneously.
High attention to detail and a positive attitude.
Ability to work with sensitive and confidential information.
Independence and sound judgment; must be a self-starter.
Self-sufficiency, resourcefulness and ability to work well with minimal supervision.
Ability to be articulate and possess a professional demeanor.
Flexibility, creativity and ability to quickly shift direction without becoming overwhelmed.
Ability to thrive in a high-energy, fast-paced environment.
Proficiency in the Microsoft Office suite of applications, including Word, Excel, and PowerPoint.
Apply online at https://uva.wd1.myworkdayjobs.com/UVAJobs search for requisition R0044714. Internal applicants must apply through their UVA Workday profile. Complete the application, and upload the following Required materials:
Contact information for three professional references (name, email address and telephone number).
***Please note that you MUST upload ALL REQUIRED DOCUMENTS into the CV/Resume box, into which multiple documents can be uploaded. Applications that do not contain all of the required documents will not receive full consideration.***
This position will remain open until filled.
Questions regarding the application process should be directed to Jon Freeman, Academic Recruiter, at firstname.lastname@example.org.
COVID Vaccination Requirement and Guidelines
Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.
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.
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