Intermediate Administrative Coordinator, Department of Art

Applicants are invited to join a dynamic and creative department offering administrative, academic, and event support to faculty and students within the Department of Art, which includes the Art History, Archaeology, and Medieval Studies graduate and undergraduate programs. This individual will work closely with the Department Manager to support a composite of operational functions.

The successful candidate will be expected to support several operational functions including general administration, procurement, human resources support, academic support, student services, communications, and other administrative functions including special projects, on occasion. Intermediate Administrative Coordinators are responsible for many of the same duties as Administrative Coordinators, however, they operate with additional authority, independence, or level of complexity. They demonstrate an understanding of the organizational culture and business drivers and are able to anticipate team needs and expectations. They interpret policies and establish internal procedures across multiple functional areas and perform work tasks independently with little supervision. May supervise students.

Academic and Student Support

• Develop fall and spring course schedules for the art history graduate and undergraduate programs, as well as the interdisciplinary archaeology and medieval studies undergraduate programs; work with the University Registrar's office to establish room assignments.
• Process student academic actions by the deadline, including processing academic requirement exceptions, change of grade forms, study abroad paperwork, probationary documents, declarations of major procedures, and graduation processing forms.
• Maintain major and minor program changes as needed.
• Assist with class and departmental travel and events.
• Support the curriculum committee, including the Director of Undergraduate Programs and the Director of Graduate Studies.

Financial Support

• Purchase supplies, arrange guest travel and honoraria, and order catering.
• Advise faculty on reimbursement requests and other purchasing/funding needs.
• Confirm class, program and faculty spending follow the approved budget.

Office Management

• Provide front office customer service support for students, faculty, staff, and community members.
• Support the Chair and Department Manager with faculty meeting agendas, program goals, and other operational tasks.
• Planning events including visiting speakers, colloquia, faculty meetings, student gatherings, and graduation.
• Maintain mailroom and supply room inventory; Receive, distribute, or hold deliveries.
• Serve as the Fayerweather Hall Facility Coordinator contact: including managing classroom and conference requests.

Minimum Qualifications

• Education: High School Diploma
• Experience: Four years of experience

Preferred Qualifications

• Education: A Bachelor's degree or other related education experience
• Demonstrated knowledge of general office practices and procedures
• Ability to manage multiple responsibilities while paying attention to detail
• Excellent written and verbal communication skills
• Knowledge of University policies and procedures
• Licensure/Certifications: Working knowledge of SIS, Stellic, Workday, and other University systemsStrong computer skills and proficiency in MS Word and Outlook, as well as cloud-based document management (Microsoft Office OneDrive, Box, Smartsheet) to share and collaborate with others

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require steps, lifting boxes, and traveling some distance to attend meetings and programs.

The anticipated hiring range is $24.00 - $27.00 hourly, commensurate with education and experience.

This is a non-exempt-level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and must be performed fully on-site unless prior temporary schedule changes have been approved by the Department Manager.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review will begin July 18, 2025.

Background checks will be conducted on all new hires prior to employment.

This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0074244. Complete an application with the following documents:

• Resume
• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching "Find Jobs."

Reference checks will be completed by UVA's third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

Department Contact

• For questions about the position, please contact Laura Mellusi, lk9a@virginia.edu

Recruiter Contact

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

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.