What are the responsibilities and job description for the Student Services & Administrative Coordinator position at The Rector & Visitors of the University of Virginia?
The Department of Computer Science at the University of Virginia seeks a highly organized, student-centered and service-oriented Student Services & Administrative Coordinator to join our collaborative team.
Position Summary
Reporting to the Assistant Director of Student Services, this position combines student services, graduate program support, event coordination, and administrative operations. Approximately 75% of the role is dedicated to supporting graduate students and academic programs, while 25% focuses on front desk operations, department and department-sanctioned events, and general administrative support.
The successful candidate will serve as a key resource for students, faculty, staff, and visitors. The ideal candidate enjoys working directly with people, excels at customer service, communicates effectively with a wide range of individuals, and can independently manage multiple priorities in a fast-paced academic environment.
Responsibilities
Student Services & Graduate Program Support (75%)
Primary point of contact for graduate students, faculty advisors, and staff by interpreting & applying university policies and procedures under the guidance of departmental leadership, regarding academic processes, registration, admissions, departmental policies, and graduation requirements.
Maintain academic records and degree progress information, including SIS/Stellic transactions, prerequisite audits, exceptions, milestones, qualifying exams, and degree requirement submissions.
Work collaboratively with Engineering Admissions, International Studies Office, and university partners to support graduate student success.
Support graduate admissions, recruitment, onboarding, orientation, and enrollment activities.
Events & Student Engagement
Coordinate and support graduate recruitment events, new student orientation, dissertation and thesis defenses, research symposia including planning, communications, reservations, vendor coordination, and event execution. Also support graduation ceremonies, Open House, student engagement programs, departmental and departmentally sanctioned events.
Assist with planning, communications, reservations, vendor coordination, and event execution.
Administrative Operations & Front Desk Support (25%)
Provide front desk coverage and serve as a welcoming first point of contact for students, faculty, visitors, and external partners.
Coordinate scheduling, room reservations, printing requests, visitor support, and access to departmental spaces.
Assist with purchasing, student travel arrangements, reimbursements, PhD employment letters, and other administrative processes as needed.
Recommend and implement process improvements that enhance service, communication, and operational efficiency.
Other duties as assigned in support of departmental operations.
Minimum Qualifications
Education: High school diploma or equivalent required.
Experience: 4 years of relevant experience required.
Preferred Qualifications
Education: Bachelor's degree.
Experience: 4 years of experience in student-related program support
Familiarity with UVA systems and tools such as: Student Information System (SIS), Stellic, Student Aid Funding Module (SAFM), SLATE application portal, Air Table, Perceptive Content, and Workday
Demonstrated ability to provide exceptional customer service.
Strong interpersonal skills and the ability to communicate effectively with students, faculty, staff, families, and visitors.
Excellent organizational skills and attention to detail.
Ability to manage multiple priorities while working independently and as part of a team.
Proficiency with Microsoft Office and Google Workspace.
Ability to learn and utilize university systems and software applications.
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 range is $21.16 - $23.56 p/hr ($44,000-$49,000 annually), commensurate with education and experience.
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.
About UVA and the Community
To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.
Application Timeline
Application review will begin afterSeptember 22, 2026.
Additional Requirements
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.
How to Apply
Please apply online, by searching for requisition number R0087413.
Internal applicants may search and apply for jobs on the UVA Internal Careers website.
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.
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
For questions about the application process, please contact Jon Freeman, jf2sw@virginia.edu.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA's commitment to non-discrimination and equal opportunity employment.
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.
Salary : $44,000 - $49,000