ABOUT US

The University of Virginia Foundation supports the University of Virginia’s academic, research, and public service mission by providing strategic real estate, financial, and administrative services to the University and its associated organizations.

Drawing on years of expertise, the Foundation manages a broad range of properties, facilitates real property acquisitions and gifts, oversees fraternity and sorority houses through the Historic Renovation Corporation, directs physical master planning, entitlements, design and construction of properties, and provides prudent financial and accounting services for University-associated organizations and other funds at the request of the University.

At the core, the UVA Foundation is a “learning organization” with a highly motivated, dedicated, and seasoned team of professionals, all committed to lifelong learning and operational excellence.

SUMMARY

Provides building reception and a variety of administrative support functions to the Foundation’s staff. Interfaces daily with the public, Foundation staff, and building tenants. Collaborates closely and effectively with all members of the executive and administrative teams. Plans and prioritizes work appropriately, and completes tasks and projects efficiently while paying close attention to detail.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

· Opens and closes the Foundation office in the AM and PM by ensuring main telephone lines are unforwarded/forwarded appropriately to the Answering Service and messages are retrieved, if necessary; office foyer and common area lights are turned on/off, and follows other routine building opening procedures.

· Accepts incoming telephone calls and assists callers as appropriate. Welcomes Foundation and building tenant guests and directs them appropriately. Receives Foundation and building tenant deliveries, and provides proper notification and follow-up. Coordinates the pick-up and delivery of express mail services.

· Schedules and monitors the Foundation’s conference rooms and ensure rooms are returned to their original condition after each use. Works with guest users of the Foundation conference rooms to ensure compliance with guidelines and provides assistance as required.

· Routinely orders office, kitchen, and beverage supplies and handles stocking and distribution upon receipt. Maintains an adequate and orderly inventory of all supplies. Ensures inventory storage areas are kept well organized and clutter-free; maintains the office recycling storage areas. Maintains appearance and cleanliness of the building reception area/guest waiting area and common areas.

· Provides assistance to Foundation staff with requests for and procurement of new office furniture.

· Manages building maintenance requests with the Foundation’s Property Manager. Distributes email correspondence to Foundation and building tenants as it relates to building service notifications and alerts.

· Maintains the administrative procedures notebook; updates the office telephone directory and tenant directory, as needed. Assists Asset Management with maintaining the Foundation’s Building Emergency Plan and RAVE (emergency) Alert System. Manages UVA parking passes. Manages the Foundation’s publications and online news/newsletter subscriptions.

· Provides administrative support to team members, as needed, such as: scheduling meetings, providing word processing, desktop publishing, copying, filing, faxing, event coordination of periodic office socials, luncheons, and special events/projects.

· Backs up the Accounting Team’s Administrative Assistant, as needed. This includes receiving, sorting and distributing all Foundation mail; receiving and recording all checks/payments; and scaning invoices into accounts payable system.

· Other duties as assigned.

EDUCATION AND/OR EXPERIENCE

· High school education or equivalent required. Two to three years administrative assistance experience preferred.

· Must be proficient in Microsoft Office, to include: Microsoft Word (minimum of 40 – 50 wpm), Outlook, Excel, and PowerPoint. Adobe Photoshop and other desktop publishing experience is preferred.

· Excellent oral and written communication skills required.

· Excellent interpersonal and organizational skills required.

· Excellent telephone speaking skills required.

Job Type: Full-time

Pay: From $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 2 years (Preferred)

Ability to Commute:

• Charlottesville, VA 22903 (Required)

Ability to Relocate:

• Charlottesville, VA 22903: Relocate before starting work (Required)

Work Location: In person