Intermediate Administrative Coordinator

The International Studies Office at the University of Virginia (UVA) seeks applications for ISO Intermediate Administrative Coordinator. The International Studies Office (ISO), a division of UVA Global, is a university-wide resource which contributes to UVA’s Global mission through activities, programs and services designed to support the development of a globally aware, culturally diverse education and research environment. 

The Intermediate Administrative Coordinator performs operational support for a composite of responsibilities including fiscal administration, procurement, human resources, academic support, student services, communications, grants administration, and other administrative functions. They are distinguished from Administrative Coordinator by increased complexity of work, level of supervision received, and degree of autonomy. At the Intermediate level, they work independently and participate in the planning and execution of departmental policies and procedures and serve as subject matters experts for administrative functions. This role will work and collaborate across schools with a variety of faculty and staff stakeholders. 

Roles and Responsibilities of the position to include but not limited to: 

• Managing documents and workflow for proposal process, receipts, and other internal tracking. 

• Support coordinator and manager on travel bookings and arrangements for operations related to programming. 

• Manage faculty/staff travel bookings and arrangements for ISO Education Abroad programs. 

• Manage CISI insurance processing and tracking for faculty, staff, and students. 

• Manage payroll tracking sheet, assignment letter review, delivery, and documentation, and process corresponding period activity pay. 

• Working up to managing Education Abroad program budgets and operations from development to post-program report and expenses. 

• Prepare and process purchase requisitions and invoices related to Education Abroad programs. 

• Manage communication with faculty and staff about documentation, missing receipts, recommendation/applications, proposal documents…etc. 

• Manage and process Education Abroad related expense reports. 

• Collect and organize contact information and emergency details for ISO Education Abroad programs. Identify health providers abroad for emergency information documents. 

• Handle confidential and sensitive information. 

• Assist operations team with visa support documentation provided to Advisors. 

• Understand department operational and organizational procedures as well as UVA policy. 

• Pull reports and data from the Tera Dotta (TDS) system. 

• Provide Backup to the phones in the ISO Front Office. 

• Schedule pre-departure orientation for faculty and staff and meetings for Education Abroad program development. 

• Assist with special projects, including edits to the faculty/staff handbook. 

• In addition to the above job responsibilities, other duties may be assigned. 

Minimum Requirements 

Qualified candidates must have a high school diploma and at least 4 years experience.

Preferred Experience

Two years’ experience with international business management or travel is preferred. Candidates must have a high level of organizational skills, be detail oriented, must be proficient in Microsoft Office Suite (especially Excel), have great communication skills, and be exceptional at inbox management. Candidate should be able to work from the ISO Office (located in Central Grounds) at least three days a week. 

Physical Demands 

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 position is Hybrid position located in Charlottesville, VA.  

The anticipated start date is January 2, 2023 

Anticipated Hiring Range: $39,520 – $47,840 commensurate with education and experience.  

This is a Non-Exempt level, benefited position. For more information on the benefits at UVA, visit www.hr.virginia.edu/benefits.  

This position will remain open until filled. Review of applicants will begin November 27, 2023. 

This position will not sponsor applicants for work visas.  

The University will perform background checks on all new hires prior to employment. 

To Apply:  
Process for Internal UVA Applicants: Please apply through your Workday Home page, search “Find Jobs”, and search for “R00XXXXX“ 

Process for External Applicants: Please visit UVA job board at https://uva.wd1.myworkdayjobs.