Senior Administrative Assistant For Well-Being

The University of Virginia's Department of Student Health and Wellness is seeking a Senior Administrative Assistant to provide high-level administrative support to the Director for Well-being and the programs under their purview. The ideal candidate will be a proactive, detail-oriented professional with excellent organizational and communication skills. This role involves managing a wide range of administrative and support-related tasks for offices falling within the domain of student wellbeing and will play a crucial role in ensuring the smooth operation of wellbeing activities, including health promotion, anti-hazing, teaching kitchen, sexual harm prevention, alcohol and other drug programming, peer health education, and other related prevention, recovery, and early intervention programs.

Key Responsibilities

Administrative Support:

• Manage the Director for Well-being's calendar, schedule meetings, and coordinate appointments.

• Provide front desk coverage, and screen and direct phone calls, emails, and other correspondence.

• Prepare and edit correspondence, communications, presentations, and other documents.

• Plan, book, and reconcile travel arrangements, manage last-minute travel changes, manage compliance with UVA travel policies including employee tracking and IT guidelines, process travel and expense reports and accounting adjustments.

• Process expenses and reimbursements for the Director and staff.

• Assist with managing continuing education and licensing for designated staff.

• Assist Director and other staff in conducting searches to fill vacancies and create new positions within the general area of wellbeing.

• Manage space reservations for conference and workrooms rooms in the Well-being Suite.

• Coordinate meetings and provide administrative support related to new hires.

• Maintain confidential files and records, ensuring they are well-organized and up-to-date.

Teaching Kitchen Support:

• 5-10 hours per week during the fall and spring semesters. Schedule requires on average 1-2 hours of work each weekday during business hours with flexibility regarding specific hours. Most work will be done via computer and meetings.

• Procurement: Oversee inventory, groceries, equipment, and supplies.

• Staffing: schedule TK staff and oversee time entry.

• Scheduling: review requests and book classes.

• Participant registration: manage all aspects of registration, rosters, and reports.

• Marketing: support advertising and promotion efforts.

• Research: maintain database and assist with survey result analysis.

• Other duties as assigned.

Meeting and Event Coordination:

• Plan and coordinate meetings, workshops, and events related to wellbeing.

• Order supplies and merchandise for large-scale events and programs related to wellbeing.

• Assist with ordering and setting up food for events and meetings.

• Prepare agendas, take minutes, and follow up on action items from meetings.

• Assist in the preparation and dissemination of materials for presentations and meetings.

• Help coordinate logistics for large-scale community events.

Project Management:

• Support the Director and other Well-being staff in the management of projects related to health promotion, sexual harm prevention, and other wellbeing initiatives.

• Track project timelines, deliverables, and milestones to ensure timely completion.

• Assist with ordering materials and managing budget expenditures.

• Coordinate distribution of marketing and educational materials (including the Stall Seat Journal) for both recurring projects and one-time events.

• Collaborate with Student Health and Wellness as well as external partners as needed.

Communication and Liaison:

• Serve as a point of contact between the Director for Well-being, staff, students, and external stakeholders.

• Facilitate communication within the unit and with other offices and departments.

• Handle inquiries and requests from internal and external parties professionally and promptly.

Office Management and Supervision:

• Oversee the day-to-day operations of the office, including supervising student and/or professional support staff and coordinating front desk coverage.

• Order and manage office supplies, ensuring the office is well-stocked and organized.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Minimum of 4 years of experience in an administrative or senior assistant role, preferably in a higher education or nonprofit setting.

Skills and Abilities:

• Excellent organizational and time-management skills with the ability to prioritize tasks and meet deadlines.

• Strong written and verbal communication skills.

• A high working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.

• Discretion and confidentiality in handling sensitive information.

• Ability to work independently and as part of a team.

• Strong interpersonal skills with the ability to interact effectively with a diverse range of individuals.

Preferred Qualifications:

• Experience in health promotion, wellness programs, or related fields.

• Knowledge of issues related to sexual harm prevention, alcohol and other drug programming, and healthy sexuality.

• Familiarity with higher education environments and student services.

• Experience with UVA Workday Finance

Compensation and Benefits:

Salary will be commensurate with qualifications and experience and is expected to be $22.00-28.00/hour. Employment is contingent on successful completion of a background check and health and drug screen. This is a nonexempt-level position with UVa benefits. Employees' benefits package highlights include:

• 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off

• Parental and Community Service Leave

• Health plan with options to meet healthcare and financial needs available immediately

• Retirement benefits

• Tuition and professional development benefits after six months of employment

• Employee wellness program featuring activities to earn up to $500/year.

This position will not sponsor applications for immigration.

Application Instructions:

Please apply through the UVA job board , and complete an application online. Internal applicants please search "Find Jobs" in Workday. Include the following documents:

• A CV/resume

• A cover letter

• Contact information for three references (name, email address, telephone number, and address).

The position is open until filled and review of applications will begin in early July. Applications that do not contain all of the required documents will not receive full consideration. References will be completed via UVA's standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required. For questions about the application process, please contact Michele Jarman , Academic Recruiter.

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.

The University of Virginia, i ncluding 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.