Administrative Assistant - Astronomy

The department of Astronomy seeks applicants for an Administrative Assistant position to provide support for a composite of several operational functions including fiscal administration, procurement, academic support, student services, communications, and other administrative functions.

Responsibilities:

• Serve as the initial front office contact for the Department of Astronomy
• Sort and distribute the mail and packages to the appropriate person(s) in a timely manner
• Maintain electronic files and produce reports
• Prepare and process outgoing mail to ensure prompt delivery via US mail, UPS, or Federal Express
• Maintain schedules for department personnel and spaces
• Prepare and process documents and correspondence (i.e. letters, reports, spreadsheets, minutes, etc.)
• Create and maintain template files for commonly used form letters
• Coordinate and process supply orders for office
• Coordinate catering orders, as needed
• Assist with arranging and reimbursing business travel, as needed
• Provide administrative support for special projects
• Assist in coordinating private groups for McCormick Observatory

• Maintain and Create Department Email Listserv
• Process expense reimbursements
• Manage department signage
• Update department website
• SAFM and GSAS Dashboard entries
• May be required to perform other duties assigned

Minimum Qualifications

• Education: High School Diploma/GED is required
• Experience: 1+ year of relevant experience is required
• Licensure/Certifications: None

Preferred Qualifications

• Experience: Experience in a UVA academic setting with Oracle, Workday, Collab, Chrome River and SIS is preferred
• Proficient in use of Microsoft Office applications including Outlook, Outlook Calendar, Word, and Excel.
• Proficient in use of Graphic Design Software.
• Proficient in use of Google applications including Calendar.
• Excellent verbal and written communication skills.
• Skill in establishing and maintaining effective working relationships.
• Skill in coordinating multiple tasks and projects simultaneously.
• Ability to prioritize.
• Skill in providing quality customer service to internal and external stakeholders
• Demonstrated capacity for discretion and for handling confidential information with care.
• Creative problem-solving ability, with the capacity to negotiate solutions and reach consensus.
• Demonstrated success in following through and completing projects
• A high level of emotional intelligence and people skills, with an emphasis on resilience.
• Develops self and others through online and in-person training.

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

Salary Range

• The anticipated hiring range is $25.00-$28.00, commensurate with education and experience

Position Type & Work Location

• 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

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

Application Timeline

Application review will begin after October 14, 2025.

Additional Requirements

• 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 R0077115. 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 Check Process

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

• For questions about the position, please contact Barbara Johnson, Finance & Administration Manager, at bkn9x@virginia.edu

• For questions about the application process, please contact Rich Haverstrom, Academic Recruiter, at rkh6j@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.