Division Administrative Assistant

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. 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, which includes 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.

• 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 in order to account for and evaluate items purchased, services rendered, productivity or other control‑oriented activities.
• Maintains records such as quantity and quality of items purchased, credit or reimbursements due.
• Provides administrative support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative issues and inquiries.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine data analyses and calculations in the processing of data for recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Prepares or assists with the preparation of scheduled and/or ad‑hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.
• Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Provides assistance with coordination and preparation of materials for staff meetings and board meetings.
• Assists department management and staff in problem solving, project planning, and development and execution of stated goals and objectives.

• May lead and train staff and/or student employees, as required.
• Performs miscellaneous job‑related duties as assigned.

• Considerable experience working in an office environment involving proficient use of computers (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.
• Collect and organize material for reports by determining what is available and what should be included to present the information in an organized format.
• Communicate with others effectively, verbally, and in writing.
• Ability to create, compose, and edit written materials including PowerPoint presentations.
• Ability to maintain multiple calendars and schedule appointments/events.
• Ability to analyze and solve problems.
• 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.

• 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 many tasks requiring manual dexterity (i.e., computer work, answering phones, sorting mail, etc.).

UVA Wise is an equal opportunity employer committed to excellence, affordable access, and unwavering…