Senior Department Administrative Coordinator
Virginia Department of Human Resource Management, Charlottesville, VA, United States
Senior Department Administrative Coordinator
The Department of Architecture at the University of Virginia School of Architecture is seeking applications for Senior Department Administrative Coordinator. This department comprises over forty full-time faculty members and more than three hundred undergraduate and graduate students and is also supported by a second, part-time Administrative Coordinator. Architecture is the largest of four departments within the school, which also includes Urban and Environmental Planning, Landscape Architecture, and Architectural History.
The Senior Department Administrative Coordinator will oversee the day-to-day operations of the department under the supervision of the department chair. This role also includes supporting the department chair and collaborating with other staff, including the Dean's office, communications, finance, IT, admissions, and Administrative Coordinators across departments.
Job Responsibilities:
Support for Department Chair & Leadership: Manage the chair's workload, calendar, meeting schedules, accreditation tasks, and department events. Provide ongoing administrative coordination.
Department Operations & Workflow Management: Oversee department meeting logistics (scheduling, agendas, food orders), coordinate with school-wide offices, manage calendars, track task completion, oversee collection/distribution of department materials (syllabi, office hours, hiring descriptions, proposals).
Budget & Financial Management: Partner with the chair on budget development and monitoring. Review monthly reports, address inconsistencies, and handle day-to-day financial requests. Occasionally guide faculty/staff on reimbursements and travel processes, reconcile department credit card purchases, and coordinate with Finance on Workday/FDM matters, ensuring purchasing aligns with university policy.
Cross-Unit Collaboration + Support: Utilize and help refine shared administrative resources across academic departments. This role is expected to evolve to include up to 30% support for school-wide committees and initiatives, likely beginning after the first year, once departmental priority processes are understood and implemented.
Administrative Support: Provide administrative support, including onboarding/offboarding, faculty search coordination, faculty promotion process management, and visiting professorship logistics.
Minimum Requirements:
Education: High School Diploma or equivalent
Experience: 1+ year of relevant experience required
Preferred experience and qualifications:
Experience in a support capacity in an academic environment and a willingness to take on new initiatives as they arise.
Experience developing and managing budgets and ability to interpret and assess regular financial reporting.
Ability to manage multiple tasks in a fast-paced, demanding and complex environment while remaining flexible and collegial.
Ability to work well as a team member, as well as independently with minimal supervision.
Preferred Computer Applications: Microsoft Word, Outlook, Excel, Adaptive and SIS (Student Information System)
Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require movement of materials and supplies and traveling some distance to attend meetings, and programs.
Anticipated salary range: $58,000 - $62,000, 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. A minimum amount of hybrid work may be available dependent upon the needs of the department and the incumbent's performance.
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Application review will begin after March 23, 2026. Preference will be given to applications received by this date. This position will remain open until filled.
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 R0081155. Complete an application with the following documents:
Resume
Cover Letter - should include your interest in the position and how your relevant experience pertains to this position and the School of Architecture.
Upload all materials into the resume submission field. You can submit multiple documents into one field or combine them into one PDF. Applications without all required documents will not receive full consideration. Internal applicants may search and apply for jobs on the UVA Internal Careers website.
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. For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu. For questions about the position, please contact Jeana Ripple, jdr8w@virginia.edu. The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.
The Department of Architecture at the University of Virginia School of Architecture is seeking applications for Senior Department Administrative Coordinator. This department comprises over forty full-time faculty members and more than three hundred undergraduate and graduate students and is also supported by a second, part-time Administrative Coordinator. Architecture is the largest of four departments within the school, which also includes Urban and Environmental Planning, Landscape Architecture, and Architectural History.
The Senior Department Administrative Coordinator will oversee the day-to-day operations of the department under the supervision of the department chair. This role also includes supporting the department chair and collaborating with other staff, including the Dean's office, communications, finance, IT, admissions, and Administrative Coordinators across departments.
Job Responsibilities:
Support for Department Chair & Leadership: Manage the chair's workload, calendar, meeting schedules, accreditation tasks, and department events. Provide ongoing administrative coordination.
Department Operations & Workflow Management: Oversee department meeting logistics (scheduling, agendas, food orders), coordinate with school-wide offices, manage calendars, track task completion, oversee collection/distribution of department materials (syllabi, office hours, hiring descriptions, proposals).
Budget & Financial Management: Partner with the chair on budget development and monitoring. Review monthly reports, address inconsistencies, and handle day-to-day financial requests. Occasionally guide faculty/staff on reimbursements and travel processes, reconcile department credit card purchases, and coordinate with Finance on Workday/FDM matters, ensuring purchasing aligns with university policy.
Cross-Unit Collaboration + Support: Utilize and help refine shared administrative resources across academic departments. This role is expected to evolve to include up to 30% support for school-wide committees and initiatives, likely beginning after the first year, once departmental priority processes are understood and implemented.
Administrative Support: Provide administrative support, including onboarding/offboarding, faculty search coordination, faculty promotion process management, and visiting professorship logistics.
Minimum Requirements:
Education: High School Diploma or equivalent
Experience: 1+ year of relevant experience required
Preferred experience and qualifications:
Experience in a support capacity in an academic environment and a willingness to take on new initiatives as they arise.
Experience developing and managing budgets and ability to interpret and assess regular financial reporting.
Ability to manage multiple tasks in a fast-paced, demanding and complex environment while remaining flexible and collegial.
Ability to work well as a team member, as well as independently with minimal supervision.
Preferred Computer Applications: Microsoft Word, Outlook, Excel, Adaptive and SIS (Student Information System)
Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require movement of materials and supplies and traveling some distance to attend meetings, and programs.
Anticipated salary range: $58,000 - $62,000, 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. A minimum amount of hybrid work may be available dependent upon the needs of the department and the incumbent's performance.
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Application review will begin after March 23, 2026. Preference will be given to applications received by this date. This position will remain open until filled.
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 R0081155. Complete an application with the following documents:
Resume
Cover Letter - should include your interest in the position and how your relevant experience pertains to this position and the School of Architecture.
Upload all materials into the resume submission field. You can submit multiple documents into one field or combine them into one PDF. Applications without all required documents will not receive full consideration. Internal applicants may search and apply for jobs on the UVA Internal Careers website.
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. For questions about the application process, please contact Karon Harrington, fak3ph@virginia.edu. For questions about the position, please contact Jeana Ripple, jdr8w@virginia.edu. The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.