Student services & administrative coordinator

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 after September 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.