Intermediate or Senior Administrative Coordinator, Mathematics

Mathematics Administrative Coordinator

The Department of Mathematics at the University of Virginia College and Graduate School of Arts and Sciences seeks applications for an Intermediate or Senior Administrative Coordinator. For more information about the Department of Mathematics, visit this link.

The successful candidate will be expected to support several operational functions including procurement, academic support, student services, communications and other administrative functions centered around the Graduate Program.

Responsibilities

This successful candidate will be expected to:

• Serve as the graduate coordinator for the department, including overseeing confidential student records in the Student Information System (SIS) and auditing them regularly to ensure that students are properly enrolled and are meeting key deadlines and milestones in their programs.
• Respond to queries from enrolled and prospective students and handle general dissemination of program information.
• Coordinate student degree eligibility and degree confirmation in support of department graduation.
• Be the first point of contact for faculty, staff, students, and visitors, providing assistance as needed. Provide general administrative support for the department, including answering phones, opening mail, and ordering supplies.
• Assist with event coordination to organize graduation, conferences, and various departmental functions (e.g., weekly seminars, colloquia and teas) that occur regularly throughout the year.
• Make travel and lodging reservations and process expense reimbursements for departmental visitors as needed.
• Purchase supplies and process purchases on a T&E card as needed.
• Support the ongoing operations, including special projects, of the department. Perform a variety of duties requiring an understanding of organizational operations, procedures, and personnel.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

Minimum requirements for Intermediate Administrative Coordinator:

Education: High School Diploma
Experience: At least four years of experience

Preferred Qualifications

• Excellent written and verbal communication skills
• Ability to manage multiple responsibilities while paying attention to detail

• Working knowledge of SIS, SAFM, Workday, computer skills and proficiency in MS Word and Outlook, as well as cloud-based document management (Microsoft Office OneDrive, Box, Smartsheet).

Minimum requirements for Senior Administrative Coordinator:

Education: High School Diploma
Experience: Six years of experience. Bachelor's degree may substitute for experience

Preferred Qualifications

• Experience documenting procedures and best practices.
• GSAS and graduate school funding practices.
• UVA Purchasing experience.
• Strong working knowledge of UVA Software SIS, SAFM, Workday. High level proficiency in MS Word and Outlook, as well as cloud-based document management (Microsoft Office OneDrive, Box, Smartsheet).

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.

Salary Range

• The anticipated hiring ranges are commensurate with education and experience.
• Intermediate Administrative Coordinator $22.70 - $26.60 / hour
• Senior Administrative Coordinator $27.60 - $30.60 / hour

Position Type & Work Location

• This is a non-exempt-level, benefited position. Learn more about UVA benefits.

• This position is based in Charlottesville, VA, and must be performed fully on-site.

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review will begin after September 2, 2025.

Background checks will be conducted on all new hires prior to employment.

This position will not consider candidates who require immigration sponsorship at this time.

How to Apply

Please apply online, by searching for requisition number R0075848. Complete an application with the following documents:

• Resume
• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants: Apply through your Workday profile by searching "Find Jobs."

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.

Contact

• For questions about the position, please contact Dallas Pitt, Department Manager, at dep7y@virginia.edu

• For questions about the application process, please contact Rich Haverstrom, Academic Recruiter, at rkh6j@virginia.edu

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click here to read more about UVA's commitment to non-discrimination and equal opportunity employment.