Intermediate/Senior Administrative Coordinator, Undergraduate Programs

The Department of Biology at the University of Virgina, College and Graduate School of Arts & Sciences seeks applicants for an Intermediate or Senior Administrative Coordinator to support the Director of the Undergraduate Programs in Biology and to provide coordination of graduation events and special projects for the department. For more information, please visit:  Homepage | Department of Biology

The successful candidate will be expected to perform the following duties:
• Assist the Director of Undergraduate Programs for Biology with the administration of the Biology Undergraduate Major including the Bachelor of Arts, Bachelor of Science, Distinguished Majors Program, and Biology minor program (650-800 active students). Additionally, this role provides administrative support to the Director of the Human Biology program and as needed will assist new hires in similar roles in the department with training, policies, and procedures.
• Act as Undergraduate Student Information Coordinator that includes working with the Director of Undergraduate Program, Distinguished Major Professor, Biology Chair, Graduate Director, and Graduate Coordinator, teaching faculty, and the University Registrars’ Office to manage course offerings and class scheduling.
• Oversee confidential student records in the Student Information System (SIS) and audit them prior to graduation or as needed to ensure students are meeting key requirements for their degree programs.
• Oversee student major declarations and assignment of advisors.
• Meet with students to discuss Biology BA, BS, DMP, and Minor program requirements and review their progress towards their degree as needed.
• Serve as the co-manager for undergraduate teaching assistants during the fall and spring semesters helping ensure timesheets are processed and appropriate policies and procedures are followed.
• Coordinate all aspects of event planning for the Department of Biology Undergraduate events including the Majors Fair, Katz Symposia, the Biology Graduation Ceremony and smaller events and meetings. Duties include but not limited to managing participant lists, guest RSVPs, faculty regalia, websites, event schedule, program design and printing, guest accommodations, catering, seating, décor, vendors, audio visual, photography, venue rental, event scripts, and volunteers.
• Participate in special teams/projects to improve the undergraduate employment experience.
• 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 management manuals, directives, organizational charts and keep the department informed of changes.

•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.
• Serve as a member of the Undergraduate Curriculum Committee to provide expertise on policies and procedures at UVA.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirements:

Intermediate Administrative Coordinator:
Education: High School Diploma
Experience: At least four years experience.

Senior Administrative Coordinator:
Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience.

Preferred experience:
Bachelor’s degree. Knowledge of MS Office Suite. Experience in academic environment with faculty and students. Working knowledge of Student Information System (SIS) and Workday.

Preferred knowledge, skills and abilities:
Ability to prioritize assignments, meet critical deadlines, and communicate effectively. Essential need to maintain confidentiality and demonstrate keen attention to detail.

Application Instructions:  External applicants must apply through Workday, and search for R0069817. Internal applicants must apply through their UVA Workday profile, search Find Jobs and then R0069817. Complete an application online and include the following documents:

All documents can be loaded into the resume submission field, multiple documents can be submitted into this one field. Incomplete applications will not be considered.  References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

Anticipated Hiring Range: $16.97-$33.94/hour commensurate with education and experience. This is an onsite, NON-EXEMPT level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

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

For questions about the position, please contact Kevin Elgin, Finance and Administration Manager, at ke9k@virginia.edu

For questions about the application process, please contact Rich Haverstrom, Academic Recruiter, at Rkh6j@virginia.edu

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.