Administrative Coordinator - UVA Care and Support Services

We invite applications for an exciting opportunity in the University of Virginia's Division of Student Affairs. The Division of Student Affairs is guided by a three-pronged mission: to help students build community, pursue wellness, and grow as citizen-leaders. The Division consists of over 200 employees within five units - the Office of the Vice President and Chief Student Affairs Officer, the Office of the University Dean of Students, Student Health and Wellness, the University Career Center, and Housing and Residence Life - all working together, for and alongside students, to create the distinctive student experience for which UVA is known. Care and Support Services (CASS) in Student Health and Wellness provides free inclusive support for all students with unmet needs to increase students' ability to identify, reduce, and navigate barriers to their growth and well-being; CASS does this by providing direct student services and programming, and by creating and expanding support infrastructures. CASS is recruiting an Administrative Coordinator who will serve as a first point of contact in CASS for students, parents, University partners, and other stakeholders, providing timely and helpful responses and referrals for appropriate support. The Administrative Coordinator will also be responsible for the coordination and oversight of critical CASS administrative processes and programs.

Administrative Coordinator Responsibilities Include:

• Providing front-desk support to any student, staff, or community member visiting or contacting the office by greeting visitors, answering the phone lines, and monitoring a shared central email address.
• Triaging cases/concerns received through the phone lines and the general email, providing responses to inquiries or referrals for appropriate support and follow-up. This includes continual tracking of all inquiries and cases that are triaged to the team.
• Supporting team utilization of incident management software by entering and editing cases, entering and editing records of returns and withdraws from the university, and developing ability to read student profiles to provide helpful information to others as appropriate/necessary.
• Providing oversight and management of key CASS administrative processes, including: disciplinary and behavioral clearances; student enrollment (withdrawal and return); specialized student outreach efforts on behalf of CASS; responding to requests for student records; and triage of incoming concerns or inquiries to appropriate team members
• Providing primary or back-up support for administrative needs of CASS team, including: assisting with scheduling needs of team; support for search, hiring, and onboarding processes for CASS staff members; managing shared CASS calendars; maintenance of CASS files and records; management of shared physical office space(s); and receiving mail and other deliveries to CASS office space.
• Fostering and continuing key relationships and partnerships within the team and across grounds through professionalism and helpful, prompt responses.
• May supervise one or more student administrative assistants.

Candidates must have the following required knowledge areas, skills, and abilities:

• High School Diploma and four or more years of professional work experience;
• Proficiency in Microsoft systems, specifically Microsoft Outlook, or demonstrated ability to learn new systems and platforms;
• Ability to appropriately manage sensitive information;
• Ability to provide consistent and positive customer service to all individuals who walk-in or call the office.
• Demonstrated interpersonal skills and ability to work collaboratively and interact effectively with students, faculty, staff, team members, and community/government agencies;
• Strong attention to detail and organizational skills; and
• A demonstrated commitment to diversity, equity, and belonging.

A competitive applicant for a Case Manager position will have many of the following preferred knowledge areas, skills, and abilities:

• Experience working in a college or university setting;
• Ability to coordinate resources, evaluate information, and identify alternative solutions;
• Ability to work independently or as part of a team; and
• Understanding of the University's educational mission, strategic aims, and programs, including student culture and unique student self-governance model.

About the position:

The position is open until filled, but to assure full consideration, candidates are encouraged to have complete applications submitted by January 25, 2025. This is an hourly position, expected to work 40 hours per week. The anticipated hiring range for this position is $40,000 to $50,000 and is commensurate with experience and qualifications. This is a full-time, twelve-month University Operational and Administrative Staff position with full benefits. Employees' benefits package highlights include:

• 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
• Parental and Community Service Leave
• Health plan with options to meet healthcare and financial needs available immediately
• Competitive retirement benefits
• Tuition and professional development benefits after six months
• Employee wellness program featuring activities to earn up to $500/year.

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.

Located in central Virginia, the University of Virginia is a highly selective public research institution with a major commitment to undergraduate education. The student experience is grounded in the institutional core values of academic rigor, diversity and inclusion, health and wellness, honor, public service, and student self-governance.

Application Process:

To apply for this position please visit the UVA job board. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs.' Complete an application online with the following documents:

• Resume
• Cover letter

Upload all materials into the resume submission field. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three references is required. For questions about the application process please contact Michele Jarman, Academic Recruiter. Background checks will be conducted on all new hires prior to employment. This position will not sponsor applicants for work visas.

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, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.