Advancement Associate - Virginia Department of Human Resource Management : Job Details

University Advancement at the University of Virginia (UVA) is seeking a highly qualified candidate to fill the role of Advancement Associate. The University of Virginia has a strong and reputable advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

The Advancement Associate will play a vital role in providing administrative support to multiple departments within the organization. This dynamic position involves general administrative duties, including calendar management, meeting preparation, communication, data entry and reporting, and general office operations. The Advancement Associate also provides cross-functional support during staff absences or leaves, ensuring continuity and operational efficiency. Success in this role requires exceptional organizational skills, attention to detail, and the ability to thrive in a fast-paced, collaborative environment.

Responsibilities include:

• Plan and staff events and meetings, ensuring seamless execution.
• Assist with the preparation of presentation materials, correspondence, and mailings or donor acknowledgment letters.
• Draft minutes for committee and board meetings or staff meetings, and track or execute follow-up as needed.
• Communicate with other internal University groups and individual student-related programs of the development team or units supported.
• Schedule appointments. Set up and confirm travel arrangements, hotel accommodations, and car rentals. Provide travel itineraries. Process reimbursements efficiently and accurately.
• Receive and direct calls, professionally dealing with parents, donors, volunteers, alumni, and friends. Provide coverage for our reception desk.
• Ensure accurate data entry and use metrics to prepare reports on key initiatives and programming.
• Assist with mobile device administration and managing user requests.
• Maintain general office operations, tracking inventory and space utilization. Utilize OfficeRnD to manage employee bookings and troubleshoot issues.
• Other duties as assigned.

The ideal candidate possesses excellent interpersonal skills, emphasizing collaboration, teamwork, and a solution-oriented mindset, with exceptional oral and written communication abilities to convey information clearly across diverse audiences. They demonstrate a strong customer service orientation, ensuring client satisfaction, and are proficient in administrative procedures with a solid understanding of office operations. With exceptional organizational skills, keen attention to detail, and efficiency, they engage professionally with donors, volunteers, and stakeholders, maintaining confidentiality and discretion with sensitive information. Their strong critical thinking skills enable effective problem-solving, and they adeptly prioritize tasks while adapting to shifting responsibilities.

Minimum qualifications include:

• Education: High School Diploma / GED
• Experience: At least two years of related experience
• Strong organizational and multitasking skills
• Ability to work collaboratively in a team and independently

Preferred qualifications include:

• Associate or bachelor's degree
• Proficiency with Microsoft Office suite
• Experience with data entry, management, and producing reports
• Excellent written and verbal communication skills
• Detail-oriented with a high level of accuracy
• Experience creating presentation materials and utilizing design tools such as Canva and PowerPoint.
• Experience with Customer Relationship Management systems.

Physical demands include:

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.

The anticipated hiring range is $45,000 - $50,000, commensurate with education and experience.

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

This is a restricted position, which is dependent on funding and is contingent upon funding availability.

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

Application review will begin after July 21, 2025.

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

This position will not consider candidates who require immigration sponsorship now or in the future.

To apply, please submit an online application with the following documents:

• Resume
• Cover Letter

Applications without all required documents will not receive full consideration.

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.

For additional information about the position, please contact Sandi Hall at [email protected].

For questions about the application process, please contact Jon Freeman at [email protected].

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