Division Administrative Assistant

Overview

The University of Virginia's College at Wise seeks a success-minded, eager to learn, self-starter to provide administrative support for the Vice Chancellor for Strategic Engagement and Government Relations. This position coordinates scheduling and administrative support functions to ensure efficient and effective operations, including preparation of materials and planning of logistics for staff meetings and board meetings, processing invoices, budget reconciliation, monthly, quarterly and year-end reports, grant administration, creating and editing presentations as well as promotional materials and correspondence.

• Provide administrative support for the department/division, including answering telephones, assisting visitors, and resolving and/or referring a range of administrative issues and inquiries.
• Coordinate scheduling, meetings, events, interviews, appointments and other similar activities for supervisors, including travel and lodging arrangements as needed.
• Assist with preparation of materials for staff meetings and board meetings.
• Maintain files, databases, records, and other documents; develop and maintain data, and perform routine data analyses for internal reports.
• Sort, screen, review, and distribute mail; compose or respond to routine written inquiries.
• Prepare or assist with statistical and narrative reports; perform basic information gathering, analysis, and forecasting as directed.
• Process invoices, reconcile budgets, and support monthly/quarterly/year-end reporting; assist with grant administration and related activities.
• Prepare, edit, and format presentations and promotional materials and correspondence; coordinate and prepare materials for staff and board meetings.
• Provide problem solving, project planning, and support for the department’s goals and objectives.

• Applies knowledge of prescribed policies, procedures and technology to a specific program or initiative.
• Maintains reports related to expenses, finances, inventories, or other specialized reports to account for and evaluate purchases, services, productivity, or other control activities.
• Maintains records such as quantity and quality of items purchased; tracks credits or reimbursements.
• Provides administrative support such as answering telephones, assisting visitors, and resolving inquiries.
• Establishes, maintains, and updates files, databases, records, and documents; conducts routine data analyses for internal reporting.
• Performs routine data gathering and analysis and prepares scheduled and ad hoc statistical and narrative reports.
• Assists with travel logistics and related arrangements as needed.

Requires considerable experience working in an office environment involving proficient use of MS Office (Word, Excel, PowerPoint and Outlook).

• Considerable knowledge of agency and state policies and procedures as related to the subject area.
• Working knowledge of basic bookkeeping/accounting principles.
• Word processing, data entry and database management skills.
• Ability to gather and analyze statistical data and generate reports; organize material for reports.
• Effective communication, verbal and written; ability to create, compose, and edit written materials including PowerPoint presentations.
• Ability to maintain multiple calendars and schedule appointments/events; problem solving and analytical capabilities.
• Ability to make administrative/procedural decisions and judgments.

• Experience in grants management or administration.

Associates degree in Administrative Support Technologies, related field or equivalent work experience requiring relevant job skills.

Purchasing items to efficiently run operations; managing vendor relationships and evaluating quality of goods and services.

This position will primarily be seated at a desk for most of each day, performing tasks requiring manual dexterity (i.e., computer work, answering phones, sorting mail, etc.).

UVA Wise is an equal opportunity employer committed to excellence,…