The Office of the Vice Provost of Global Affairs at the University of Virginia (UVA) seeks applications for a Program Assistant to support Morven Programs. Morven provides the University of Virginia a destination to engage the world of practice with the academic community to address the most essential issues of our time. Morven Programs facilitate teaching, research, outreach, and collaboration between local and global leaders and the academic community. Morven Farm is a place marked by multi-disciplinary research and teaching through an immersive experience. The Program Assistant will report to the Director of Morven Programs. For more information on Morven, please visit: https://morven.virginia.edu/.
The successful candidate will be expected to provide ongoing and ad-hoc administrative support to the Director and provide Event and Program Management support. Specific responsibilities may include but are not limited to:
Manages the Director's time commitments, focusing on alignment with strategic priorities. Monitors calendar commitments in order to anticipate needs or problems, preparing meeting materials as required.
Manages the Morven office. Ensures a welcoming and professional office environment. Ensure office supplies and materials, technology and resources are available to maximize productivity. Liaises with other UVa offices/institutes/centers as needed.
Responsible for developing efficient administrative processes in support of programs and proactively maintaining awareness of deliverables, deadlines and/or decisions.
Manages document preparation, retention and tracking. Ensures confidentiality of documentation and compliance with records retention requirements.
Drafts and edits correspondence on behalf of the Director.
Prepares materials, maintains documentation & updates reports, proactively planning and scheduling meetings.
Procures goods and services such as catering, transportation, marketing collateral, etc., according to financial regulations. Monitors program budgets to align expenditures. Reconciles accounts, submits reimbursements, etc. and generates monthly financial reports for the Director. Assists with billing and accounts receivables as needed.
Demonstrates confidentiality and appropriate discretion regarding sensitive materials. Exercises judgment and knowledge of the University culture and organizational structure to facilitate operations and ensure dissemination of information to the appropriate individuals in a manner consistent with a high degree of professionalism.
Event & Program Management Support:
Provide end-to-end event or project management support as needed.
Provides support for visitors and customers, including greeting guests, preparing meeting space, coordination of event logistics such as directing vendors or other event services/contractors (including caterers); sending and tracking invitations; arranges or procures all appropriate materials, audiovisual needs, as well as providing on-site meeting support & follow-up.
Ensures all appropriate participant documentation/resources are prepared and available for the participants.
Works to ensure excellent service and experiences worthy of generating repeat business.
Supports Morven's educational programs, providing administrative, operational and financial support. Develops budgets and tracks expenditures to ensure program's financial viability.
Coordinates Morven Programs Social Media presence
Updates the web page, ensuring upcoming programs/events are featured and publicized accordingly.
Hires and supervises student and staff wage positions, providing direction, guidance and leadership.
Provides support to the research and experiential learning environment to enhance the discovery and transfer of knowledge.
Performs other duties as assigned.
Qualified candidates must have high school diploma with six years of experience. Bachelor's degree may substitute for experience. Excellent verbal and written communication skills are required. The incumbent must have strong attention to detail, organization skill and time management skills. Must have a proficient knowledge of computer applications, including Microsoft Outlook, Excel, shared calendaring, and other collaborative applications. Ability and willingness to work evenings and weekends occasionally for events as needed are also required.
For events this position does require the ability to travel to Morven Farms and move 25 lbs. during the event.
This position is located in Charlottesville, VA at Morven Farms.
The anticipated start date is May 2022. Anticipated Hiring Range: $20/hr. - $23/hr. commensurate with education and experience. This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.
This position will remain open until filled . The University will perform background checks on all new hires prior to employment.
Please apply through Workday, and search for R0035169. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:
Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.
References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via Skill Survey during the final phase of the interview process.
For questions about the application process, please contact Ashley Cochran, Senior Recruiter at firstname.lastname@example.org.
COVID Vaccination Requirement and Guidelines
Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
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