Faculty Administrative Generalist, College of Arts and Sciences
University of Virginia

Job Info

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This 9 month Administrative Generalist position provides administrative and project management support to the Senior Associate Dean for Administration and Planning and the Senior Associate Dean for Academic Affairs. This is a dynamic position in a fast-paced office environment requiring communication and coordination with a faculty, departmental staff, and senior academic officers. The successful candidate will be responsible for providing high-quality administrative assistance including prioritizing complex issues, high attention detail and accuracy, and maintaining strict confidentiality.
Candidates for this position will be expected to:
Coordinate and support faculty processes and provide support to the Senior Associate Dean for Administration & Planning and the Senior Associate Dean for Academic Affairs including, but not limited to, the following areas:

• Promotion and Tenure (P&T), Promotion and Renewal (P&R) and Endowed Chair Appointments
• Upload and submit information to the Provost's office
• Format, edit, organize, and disseminate official case summaries for the Provost's office and salient conclusions for the candidates
• Prepare and disseminate AGFM and 3rd year Tenure Track faculty renewal letters
• Prepare and disseminate promotion letters
• Manage communications with departments, committee, and provost's office
• Collect, organize, and post materials for off cycle P&T cases and endowed chair appointments
• Control and maintain case materials and dossiers
• Provide regular updates to the Senior Associate Deans and the Associate Deans on status of key faculty actions and processes

Administrative Support

• Provide calendar and scheduling support for the Senior Associate Dean for Administration and Planning, Associate Dean for the Graduate School, and the Senior Associate Dean for Academic Affairs
• Support the Senior Associate Dean for Administration and Planning during the preparation, review, and submission of information for the Board of Visitors docket
• Compile lists, reports, and analyses under the direction of the Senior Associate Dean for Administration and Planning and the Senior Associate Dean for Academic Affairs

General Faculty Affairs Support

• Track leave, retirement, resignation, and emeritus requests, research existing documentation, and prepare letters
• Organize, research, track, and/or document information for faculty affairs issues for divisional Associate Deans at the request of the Senior Associate Dean for Administration and Planning and the Senior Associate Dean for Academic Affairs

Successful candidates will demonstrate the ability to:

• Understand and interpret promotion, tenure, and renewal policies and procedures
• Proactively seek information to resolve problems
• Communicate diplomatically and effectively both orally and in writing
• Complete tasks accurately with a high attention to detail
• Manage multiple tasks and competing priorities in a timely fashion
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances
• Exhibit an ability to be flexible, composed under pressure, and consistently professional
• Work independently as well as with diverse team members and stakeholders

Job Requirements

• Bachelor's is required.
• At least three years of relevant administrative support experience is required. Bachelor's degree may substitute for years of experience.
• Demonstrated proficiency in Microsoft Office applications, including Microsoft OneDrive and Teams.

Preferred Qualifications

• Experience supporting executive or senior level staff
• Demonstrated proficiency in Intermediate Excel, Smartsheet and Workday.

Application Instructions

Please apply through Workday and complete an application online. Attach the following documents:

• CV/resume
• cover letter

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered. For questions about and assistance with the application process, please contact Margaret Weeks, Academic Recruiter. Before a formal offer of employment is extended, the selected candidate will undergo a background check per university policy.

This is a 9 month, restricted position.

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.

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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