Administrative Support Staff

Position Summary

The Administrative Support Staff provides comprehensive administrative and financial support to faculty members. This position serves as a key resource for coordinating day-to-day administrative operations, processing financial transactions and reimbursements, and ensuring compliance with institutional policies and procedures. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

• Provide direct administrative support to assigned faculty members.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare, edit, and format correspondence, reports, presentations, and other documents.
• Assist with course-related administrative tasks, including material distribution and coordination.
• Coordinate travel arrangements, conference registrations, and related logistics.
• Support faculty recruitment, onboarding, and committee activities as needed.
• Maintain organized electronic and physical filing systems.

• Process faculty reimbursement requests in accordance with institutional policies.
• Review expense documentation for completeness, accuracy, and compliance.
• Prepare and submit purchase requisitions, payment requests, and expense reports.
• Track expenditures and maintain financial records for faculty accounts, grants, or departmental budgets.
• Reconcile accounts and assist with monthly financial reporting.
• Serve as a liaison between faculty and the finance office to resolve payment or reimbursement issues.

• Respond to inquiries from faculty, staff, students, and external partners.
• Assist with event planning, workshops, seminars, and departmental meetings.
• Order office supplies and manage vendor communications as needed.
• Ensure adherence to institutional policies, procedures, and confidentiality standards.

• Education:
  
  High School Diploma or equivalent required.
• Experience:
  
  1+ year of relevant experience required.
• Experience with financial processing, reimbursements, or budget tracking.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with financial systems.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.

• Experience supporting faculty in an academic or research setting.
• Familiarity with grant administration and sponsored research accounts.
• Knowledge of institutional procurement and reimbursement policies.
• Strong customer service orientation.
• Ability to manage multiple priorities and meet deadlines.
• Problem‑solving skills and proactive approach to support.
• Collaborative mindset with the ability to work independently.

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.

• This is a non-exempt level, benefited position. Learn more about UVA benefits.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• This position is based in Charlottesville, VA, and is eligible for a hybrid schedule after probationary period in accordance with UVA’s remote work guidelines.
• Office-based environment with regular interaction with faculty and staff.
• Occasional extended hours during peak academic periods.

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

Application review will begin after March 3, 2026.

• Background checks and pre-employment health screenings 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.

Please apply online, by searching for requisition number R00XX
XXX
.

Internal applicants may search and apply for jobs on the UVA Internal Careers website.