Executive Assistant, Center Diabetes Technology

Executive Assistant, Center for Diabetes Technology

Join the University of Virginia as an Executive Assistant in the Center for Diabetes Technology. The role provides high‑level assistance across administrative service areas including management assistance, procurement, HR support, student support, Center communications, visa management services, and space and facilities management. The position supports all faculty and staff and provides principal assistance to the Chief Operating Officer.

• Operate with the authority to affect, interpret, or implement operating practices as directed by the Chief Operating Officer.
• Support business operations and planning, working closely with the COO.
• Perform a variety of operational duties that facilitate the day‑to‑day operations at the Center.
• Interpret Center policies and procedures, assisting with decisions on specific operating processes at the Center.
• Advise the COO, faculty and staff members on administrative requirements and issues.
• Support the COO with coordination of confidential personnel matters.
• Control and maintain personnel records of the Center and inform appropriate staff members of various HR matters.
• Resolve problems that have a significant impact on the operational and administrative goals of the Center.
• Represent the Center in meetings and serve on committees representing the interests of the Center.
• Identify areas for additional opportunities for improvement in administrative operational matters through networking with colleagues and other UVA schools/units.
• In addition to the above responsibilities, other duties may be assigned.

• Support the leadership/executive team/Faculty.
• Scheduling – meetings, conferences, travel, visitors.
• Expense report – process leadership team expense and reimbursements.
• Special Events – organize and manage department events, including logistics, invitations, and on‑site coordination.
• Communication of Center‑wide directives and scheduling of annual performance reviews.

• Assist with organizing Distinguished Speaker Series logistics.
• Conferences planning and scheduling.

• Full support to the COO for all administrative matters.
• Visa administration support – J1 & H1‑B, TN, F1, etc.
• Assist UVA HR in recruitment and onboarding of new hires.

• Day‑to‑day operations of the 3rd floor research center.

• Assist Finance with procurement and disbursement activities.

• Education:
  
  Bachelor's Degree or combination of education and related experience equivalent to a degree.
• Experience:
  
  4+ years of relevant experience.
• Licensure:
  None.

• Experience using Workday.
• 2+ years of work experience as an Executive Assistant.

This is primarily a sedentary job involving extensive use of desktop computers. The job occasionally requires traveling some distance to attend meetings and programs.

Salary will be commensurate with education and experience. This is an exempt‑level, benefited position. Learn more about UVA benefits.

This position is based in Charlottesville, VA, and must be performed fully on‑site.

Background checks and pre‑employment health screenings will be conducted on all new hires prior to employment.

Please apply online by searching for requisition number R0078593. 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.

Reference checks will be completed by UVA’s third‑party partner, Skill Survey, during the final phase of the interview. For questions about the application process, please contact Jeremy Brofft, Senior Recruiter at xmf9ad.

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

Mid‑Senior level

Full‑time

Administrative

Higher Education