"Alerted.org

We are seeking a highly organized, proactive, and tech-savvy professional to serve as a Strategic Operations Associate. This unique role blends the precision and responsiveness of an executive assistant with the structure and coordination of a project coordinator. The ideal candidate will thrive in a dynamic environment, anticipate needs before they arise, and provide high-level support that keeps operations and initiatives running smoothly.

PRINCIPAL DUTIES AND RESPONSIBILITIES** **:

Key Responsibilities:

_Administrative Support:_

+ Coordinate complex meetings with internal and external stakeholders in support of Practice Innovation’s strategic priorities

+ Prepare agendas, take meeting notes, track deadlines and follow up on action items

+ Draft professional emails, memos, and other communications with minimal guidance

+ Maintain confidential files and sensitive documentation

+ Assists with hiring process (ex: coordinating feedback on position descriptions, scheduling interviews)

+ Prepares check requests and processes expenses or invoices for payment in accordance with UPG budget and accounting guidelines

+ Minimally supports the Chief of Practice Innovation with travel arrangements, Workday task delegation, etc., (as requested)

_Project Coordination & Operational Support:_

+ Track the progress of multiple concurrent initiatives across teams

+ Develop and maintain project timelines, trackers, communications (Know-Share-Do tools, etc), and dashboards

+ Help prioritize and organize tasks to ensure timely progress across the Practice Innovation portfolio

+ Assists with the creation and maintenance of Practice Innovation project communication tools, such as regular newsletters, stakeholder-facing Sharepoint site and UPG web presence

+ Establishes and maintains extensive files, including those related to committees, compliance, strategic planning, payer policies, finance and budgeting, etc. and proactively provides relevant filed material for issues under consideration

_Technology & Systems Support:_

+ Build and manage documents, forms, and trackers in tools like Excel, Google Sheets, and/or project

+ platforms (e.g., Asana, Smartsheet, Monday.com)

+ Use digital tools to streamline workflows and improve task visibility

+ Troubleshoot software and technology issues or escalate as needed

+ Recommends and implements necessary office systems and procedures to meet the varying needs of the department

_Anticipatory and Strategic Thinking:_

+ Proactively identify gaps, potential delays, or issues in workflows

+ Anticipate executive needs and prepare materials or data in advance

+ Serve as a sounding board and collaborator for process improvements

+ Anticipates and escalates barriers to leadership

_Work Style & Fit:_

+ Self-starter with high reliability and integrity

+ Enjoys juggling multiple tasks without dropping the ball

+ Comfortable working independently and making suggestions for improvement

+ A curious, resourceful, and quick-learning professional

In addition to the above job responsibilities, other duties may be assigned.

REQUIRED QUALIFICATIONS (Knowledge, Skills & Abilities)** **:

Education:

+ High School Graduate or Equivalent.

Level and type of experience REQUIRED:

+ 3+ years in an executive support, coordination, or operations role

+ Exceptional attention to detail and organizational skills

+ Demonstrated tech fluency (Office 365, Google Workspace, Zoom, project tools)

+ Ability to manage up and communicate clearly with senior stakeholders

Preferred Experience:

+ Experience supporting strategic operations, including project management, executive support or content management, etc., in a data-driven organization

+ Associate Degree in Business Administration

Skills:

+ Required

+ Excellent interpersonal, tact, and diplomacy skills.

+ Strong writing, formatting, and communication skills.

+ Strong track record of problem-solving and issue resolution.

+ Ability to track and communicate aggregated results of interventions.

+ Strong math and analytical skills.

+ Understanding of basic accounting functions.

Physical Demands:

Proficient communicative, auditory and visual skills; Attention to detail; Computer Keyboard; Repetitive motion: typing; This is primarily a sedentary job involving extensive use of desktop computers and sitting for prolonged periods; Ability to lift/push/pull less than 20lbs. The job does occasionally require traveling some distance to attend meetings, and programs.

**SUPERVISORY RESPONSIBILITIES** **:** The incumbent has no positions reporting to him/her. However, clinical departments, outreach practices and administrative staff collaborate closely with the incumbent.

_The_ _University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Click_ here (https://eocr.virginia.edu/notice-non-discrimination-and-equal-opportunity) _to read more about UVA’s commitment to non-discrimination and equal opportunity employment._