Administrative Assistant - Astronomy

Administrative Assistant - Astronomy

The department of Astronomy seeks applicants for an Administrative Assistant position to provide support for a composite of several operational functions including fiscal administration, procurement, academic support, student services, communications, and other administrative functions.

Responsibilities :

• Serve as the initial front office contact for the Department of Astronomy
• Sort and distribute the mail and packages to the appropriate person(s) in a timely manner
• Maintain electronic files and produce reports
• Prepare and process outgoing mail to ensure prompt delivery via US mail, UPS, or Federal Express
• Maintain schedules for department personnel and spaces
• Prepare and process documents and correspondence (i.e. letters, reports, spreadsheets, minutes, etc.)
• Create and maintain template files for commonly used form letters
• Coordinate and process supply orders for office
• Coordinate catering orders, as needed
• Assist with arranging and reimbursing business travel, as needed
• Provide administrative support for special projects
• Assist in coordinating private groups for McCormick Observatory
• Maintain and Create Department Email Listserv
• Process expense reimbursements
• Manage department signage
• Update department website
• SAFM and GSAS Dashboard entries
• May be required to perform other duties assigned

Minimum Qualifications :

Preferred Qualifications :

Physical Demands :

Salary Range :

Position Type & Work Location :

Application Timeline :

Application review will begin after October 14, 2025.

Additional Requirements :

How to Apply :

Please apply online, by searching for requisition number R0077115. Complete an application with the following documents :

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 Check Process :

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 :

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities.