Council of Graduate Schools

Senior Special Assistant to the Dean, College and Graduate School of Arts & Sciences

University of VA
Charlottesville, Virginia, United States (on-site)
16 days ago

Description

The College and Graduate School of Arts and Sciences (A&S) at the University of Virginia is seeking a skilled and experienced administrative assistant to join the school as Senior Special Assistant to the Dean within a fast-paced, collaborative senior administrative team. The Senior Special Assistant to the Dean will be responsible for providing high-quality, accurate and timely administrative assistance, prioritizing complex issues, exercising discretion in handling confidential and sensitive information, and supporting office operations and special projects. As A&S welcomes a new dean, this person in this position will play a critical part in upholding the strategic priorities of the dean and the dean's office. The Senior Special Assistant to the Dean will fulfill their responsibilities in alignment with priority values of the dean, including: deep sense of service to the institution; diversity, equity, inclusion, and belonging; an abiding spirit of gratitude and recognition of the accomplishments of staff; deep respect for the faculty and their distinctive contributions to education, mentoring, discovery, and creative expression.

This position serves as the public face of the dean's office and point of contact for university leadership, faculty, staff, students, and alumni contacting the dean. This is a dynamic position in a fast-paced office environment requiring rapid, detail-oriented communication and coordination with faculty, staff, and students.

Position Responsibilities
  • Provide complex calendar management for thebusy and shifting office calendarsof the dean, with good judgment and strong attention to detail
  • Coordinate meetings and events, including scheduling rooms/locations, organizing catering orders, sending invitations, and managing budget, etc.
  • Make travel arrangements for the dean and prepare expense reimbursement requests while maintainingappropriate documentationand following required policies and procedures
  • In partnership with the Chief of Staff and other dean's office colleagues,
  • Document processes, manage electronic files, and update administrative and organizational calendars
  • Ensure that the dean is informed and prepared for all meetings and appearances
  • Ensure communications from the office are appropriate and consistent
  • Track the progress and ensure proper follow up on the dean's projects, tasks, and activities
  • Prepare meeting agendas and preparatory materials, and attend meetings, as needed to record, prepare, and distribute minutes and reports
  • Provide calendar and meeting management support as needed for the Associate Dean for Graduate Education
  • Respond to urgent issues as they emerge, identifying those that require immediate attention
  • Handle internal and external requests, answer the telephone, respond to or triage email inquiries, and complete other duties as assigned for the overall benefit of the Dean's Office
  • Provide hospitality to all Dean's Office guests and help foster a welcoming environment
  • Respond to requests outside normal working hours, as needed.
  • Other duties as assigned


  • Successful candidates will demonstrate the ability to:
  • Communicate diplomatically and effectively both orally and in writing, with proper grammar and editing skills
  • Complete tasks accurately with a high attention to detail and in a timely fashion
  • Manage time efficiently and track the progress of multiple projects and tasks in a fast-paced environment
  • Make decisions based on standard operating procedures and policies
  • Develop and maintain strong relationships with colleagues throughout the university
  • Maintain confidentiality, integrity, and exercise sound judgment in uncertain and complex circumstances
  • Exhibit an ability to be flexible, composed under pressure, and consistently professional
  • Work independently and work effectively on a collaborative team
  • Cultivate a welcoming environment for diverse team members and stakeholders
  • Adapt to changing and evolving expectations through leadership transitions and institutional systems transformations
  • Develop and maintain knowledge of departmental, school, and university administrative policies and procedures


  • We are particularly interested in candidates that are effective communicators and have a demonstrated commitment to diversity, equity, and inclusion.

    Qualifications
  • A Bachelor's degree and at least five years of relevant experience or a Master's degree and at least two years of relevant experience required. Nine years of relevant experience may be considered in lieu of a degree.
  • Strong working knowledge of administrative procedures.
  • Exceptional written and oral communication skills - speaking and writing in a succinct and positive manner. Experience with business or administrative protocol and policy development and management.
  • Excellent working knowledge of Zoom, Office 365, specifically Word, PowerPoint, Excel, and an aptitude to learn and utilize new software programs and platforms.


  • Preferred Qualifications
  • Experience and basic knowledge of Smartsheet, Workday - HR and Financials, Visio, and Sharepoint.
  • Experience in a fast-paced environment with diverse stakeholders
  • Experience partnering with a Chief of Staff
  • Experience supporting a senior executive


  • Diversity, inclusion, equity, and belonging are core values of the College of Arts and Sciences. Women and underrepresented minorities are encouraged to apply.

    For additional information about the position, please contact Judy Giering at jg3wm@virginia.edu.

    This position does require the ability to work On Grounds in Charlottesville, VA.Dependingon the work being performed and the incumbent's performance, an occasional hybrid work environment may be available.

    This is an Exemptlevel, 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.

    To Apply:

    Please apply through Workday, and search forR0039989. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs.' Complete an application online with the following documents:
  • CV
  • Cover letteraddressing your experience related to the specifics of the job description and share examples of how you have demonstrated a commitment to any of the priority values of the dean listed in the first paragraph of the position description


  • Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

    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.

    For questions about the application process, please contact Melanie Sponaugle, Academic Recruiter, at unw5dq@virginia.edu.

    For more information about UVA and the Charlottesville community please seehttp://www.virginia.edu/life/charlottesvilleandhttps://embarkcva.com/.

    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 theUVA COVID-19 Job Requirements and Guidelineswebpage prior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

    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 (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

    Job Information

    • Job ID: 66704108
    • Workplace Type: On-Site
    • Location:
      Charlottesville, Virginia, United States
    • Company Name For Job: University of VA
    • Position Title: Senior Special Assistant to the Dean, College and Graduate School of Arts & Sciences
    • Job Function: Other
    • Job Type: Full-Time
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