Administrative Coordinator

UVA Health Charlottesville , VA 22901

Posted 2 months ago

The Office of Environmental Health and Safety (EHS) is seeking an organized and enthusiastic professional to fill the position of Intermediate Administrative Coordinator.

The EHS Administrative Coordinator provides broad administrative and operational support for the following program areas: Chemical and Laboratory Safety, Radiation Safety, Hazardous Materials Management, Asbestos and Lead Abatement, Fire Safety and Prevention, Biosafety and Occupational Health.

Duties include support of various safety and research compliance committees, and general administrative functions such as customer service, fleet management, database entry, answering phones, planning and scheduling. In addition, the incumbent will process purchasing requests, work within ExpenseUVa, University Business Intelligence (UBI) and Recon@UVA, as well as perform time support responsibilities for department personnel. This position will work both independently and with the administrative supervisor on assignments and participate in the planning of departmental policies and procedures.

Qualified candidates will have a High School Diploma with at least two years of experience. Preferred candidates will have an Associate or Bachelor's Degree with at least four years of experience. Candidates familiar with research, compliance or safety-related functions are highly desirable.

Successful candidates will work well in a team, be detail oriented, able to balance multiple projects at a time, be highly reliable, and have the ability to communicate and act professionally with all members of the University community. The Office of Environmental Health and Safety supports professional development and strongly encourages job-related training and educational opportunities.

Applicants are required to include a cover letter.

Applications will be reviewed by committee starting June 3, 2019; the position will remain open until filled.

Duties for this position include (but are not limited to):

Clerical and Administrative Support

  • Provides support to the ongoing administrative functions and operations, including special projects.

  • Coordinates activities with internal and external customers, arrange meetings, support agenda management, record meeting minutes, coordinate travel arrangements, maintain records and expense tracking. Performs a variety of organizational operations to include answering the main office phone line, managing office supplies, preparing correspondence, maintaining calendars, scheduling meetings etc.

  • Provides data entry support for multiple program areas within EHS. (i.e. training records, inspection reports)

  • Responsible for the fleet management for all departmental vehicles to include scheduling maintenance, insurance claims, assisting with accident reports, cleaning, yearly reporting, etc.

  • Serves as point of contact for facility, equipment or service calls.

  • Hours: Monday Friday (8:00am 5:00pm)

  • Provides other administrative task as assigned.

Procurement & Fiscal Support

  • Makes departmental purchases, process pay voucher and travel workbooks.

  • Processes ExpenseUVA reports for EHS staff (expense charges and reimbursements)

  • May perform basic budget projections, run fiscal reports, monitor fund balances, and work with account owners to stay within budget.

  • Performs cost transfers as needed.

  • May serve as Radioactive Materials Buyer for UVA Research and Patient Care through use of Marketplace and PeopleSoft systems.

Staff Logistics

  • Will act as time support role within Workday.

  • Answer general questions from employees and refer human resource questions to the appropriate expert.

  • Will provide support to interview committees.

  • Assist with the coordination of successful onboarding and off boarding documents.

  • Schedule labor distributions and process distribution adjustments

Required Education: High School Diploma or Equivalent Required

Required Experience: Experience in an office environment. At least two years with administrative and clerical duties.

Required License: Valid, un-restricted Driver's License with the ability to obtain a Virginia Driver's License within 90 days of hire.

Required Knowledge, Skills and Abilities:

  • Strong communication skills including the ability to write clearly and concisely, interact effectively within a wide constituency, and participate in negotiation and dispute resolution.

  • Ability to develop and implement creative solutions to unusual problems.

  • Superior time management skills and the ability to manage a wide range of projects simultaneously without compromise in principles or results.

  • Demonstrate professional judgement and ability to see the big picture are paramount.

  • Ability to strategically design and tailor programs consistent with the mission and aims of the department and University.

  • Ability to evaluate and apply information and provide advice.

  • Perform accurate review of purchases, receipts and report any discrepancies.

  • Strong working knowledge of administrative procedures.

  • Ability to analyze and present information.

  • Ability to use an array of business software applications (word processing, presentation, etc.).

  • Enter and interpret information and build reports

  • Demonstrate thoughtful and appropriate oral and written communication in daily interactions.

  • Ability to follow directions and work effectively as part of a team. Provide direct support to leaders, as needed.

  • Demonstrate respect for employees and confidential material.

  • Ability to follow established policies and procedures and adhere to regulatory guidelines in daily work.

  • Grasp knowledge of the University's educational mission, strategic aims, and programs

Required Computer applications: Microsoft Office [Word, Excel, PowerPoint, Outlook]

Preferred Education: Associates or Bachelor's Degree

Preferred Experience: Experience in an office environment. At least four years with administrative and clerical duties. Familiarity with research, compliance and/or safety functions is desirable.

Preferred Knowledge, Skills and Abilities: Applicants with the knowledge of PO Purchaser, GM Transaction Specialist, ExpenseUVA (Chrome River), Recon@UVa and time support role responsibilities desirable.

Physical Demands: This position will consist of extensive desktop functions that require task be performed in a routine and repetitive manner.

Working Environment: Potential for exposure to occasional chemical odors if entering certain locations in Special Materials Handling Facility or areas where chemicals are used.

Salary Range: $29,539 - $59,078

Anticipated Hiring Salary: up to $45,000 commensurate of education and experience

To apply for this position, please visit: https://uva.wd1.myworkdayjobs.com/UVAJobs and search on R0006274. Please upload a Resume and contact information for three references with your application. Questions related to the application can be directed to Zach Harpine at zh5zt@virginia.edu.

The University of Virginia, including the UVA Health System and the University Physician's Group 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, 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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Administrative Coordinator

UVA Health