Administrative Assistant, Ridley Scholarship

Job Title: Administrative Assistant, Ridley Scholarship Program

Supervisor: Executive Director, Ridley Scholarship Program

FLSA Status: Part-time, non-exempt (average 15-20 hours/week)

Date Prepared: November 2026

About the Ridley Scholarship Program

The University of Virginia Alumni Association (AA) is searching for a part-time Administrative Assistant for the Ridley Scholarship Program. The program was established in 1987 to honor Walter N. Ridley, the first African-American graduate of UVA. The fund has grown significantly since then and has benefitted more than 350 scholars.

As Ridley approaches its 40th anniversary, the program is growing in both reach and expectations. Scholars deserve a program that knows them by name. Donors deserve to see their generosity honored promptly and accurately. Board members deserve a staff partner they can count on. This role exists so that all three happen every week, not just when things are calm.

General Summary

The Administrative Assistant will coordinate the administrative and operational functions of the Ridley Scholarship Program to ensure accurate, timely, and consistent execution of daily processes. Responsibilities include supporting the Ridley Board of Directors and its committees, processing donor acknowledgments and program transactions, managing the Ridley inbox, and tracking the forms, deadlines, and documentation that keep the program running.

The Administrative Assistant carries the administrative portfolio to enable the Assistant Director of Scholar Programming & Engagement to focus fully on scholars and gives the Executive Director a reliable operational partner.

This individual will report to the Executive Director of the Ridley Scholarship Program and work closely with the Assistant Director of Scholar Programming & Engagement, the AA Development team, and other AA departments. Program strategy is set by the Executive Director in partnership with the Ridley Board; this role carries that direction out with care and flags questions, risks, and observations upward. This position requires a self-motivated, detail-oriented individual who excels at prioritizing numerous tasks and balancing the needs of multiple diverse stakeholders.

Duties and Responsibilities

Ridley Board Support

• Supports the planning and execution of quarterly Ridley Board meetings, including scheduling, preparing and distributing materials, and arranging space and catering for in-person meetings.
• Drafts Board agendas and presentation slides in partnership with the Executive Director and manages Board communications leading up to each meeting.
• Attends and provides notes for full Board and Executive Committee meetings as needed.
• Schedules monthly meetings of the Scholarship, Marketing, Development, and Governance Committees and collects meeting minutes from each committee for the program record. Attendance at committee meetings is not expected.
• Maintains Board materials, rosters, and records in OnBoard, and provides support in WorkRight.

Development Support

• Processes donor acknowledgments weekly and completes administrative follow-ups with donors on time.
• Coordinates with the AA Development team so Ridley gifts are acknowledged consistently with organizational stewardship standards.
• Keeps donor-related records accurate and current in the CRM.

Administration

• Processes and documents Ridley transactions, including expenses, reimbursements, and vendor payments.
• Routes scholar-related transactions to the Assistant Director for approval or programmatic context before processing.
• In partnership with the Executive Director, ensures accurate and detailed tracking of Ridley expenses so expenditures align with the annual budget.
• In partnership with the Assistant Director, collaborates on planning and execution of Scholar selection weekend event logistics.
• Tracks forms, deadlines, and required documentation for non-scholar program activities, and maintains organized program files.
• Prepares operational reports and status updates for the Executive Director and Assistant Director.

Communications and Coordination

• Manages the general Ridley inbox, answering routine questions and forwarding items to the Executive Director or Assistant Director when they involve scholars, relationship-sensitive matters, or decisions outside this role.
• Handles routine, non-scholar program communications with accuracy and a warm, professional tone.
• Supports event and meeting logistics for Board members and key partners, such as the Office of African-American Affairs (OAAA).

Working Partnership

The Administrative Assistant and the Assistant Director of Scholar Programming & Engagement meet weekly to review:

• Upcoming events and deadlines
• Scholar concerns requiring follow-up
• Outstanding transactions or administrative needs
• Decisions, escalations, and upcoming priorities

That conversation happens before the Executive Director’s weekly check-in, so the Executive Director hears one aligned update rather than two separate ones. The Assistant Director will help train the Administrative Assistant during the transition.

Abilities

• Demonstrates professionalism, reliability, and self-motivation.
• Possesses strong organizational skills, attention to detail, ability to work under pressure, and ability to handle multiple tasks with varied or competing timelines.
• Demonstrates clear, accurate, and courteous written and verbal communication, and represents the Alumni Association and the University professionally.
• Operates comfortably and effectively in a multicultural environment; interacts tactfully and sensitively with culturally diverse populations.
• Handles confidential donor, Board, and financial information with discretion.
• Follows established processes consistently, notices when something looks off, and knows when to handle an issue and when to pass it along.
• Seizes opportunities to learn new skills and applies knowledge to improve work processes.
• Exhibits strong alignment and commitment to the Alumni Association’s core values of integrity, inclusion, connection, innovation, and service.

Required Education, Experience, and Skills

• High school diploma or equivalent
• 2-4+ years of administrative, office coordination, or operations experience
• Demonstrated experience managing a shared inbox, calendars, and meeting logistics
• Excellent skills in all Microsoft Office applications
• Proficiency with databases and accurate data entry

Preferred Experience and Skills

• Experience supporting a board, committee, or senior leader
• Experience in nonprofit, higher education, or development operations
• Experience with donor acknowledgments, gift processing, or a fundraising CRM
• Familiarity with board management platforms such as OnBoard

Contacts

• Executive Director and Assistant Director, Ridley Scholarship Program
• Ridley Scholarship Program Board of Directors and committee chairs, as well as other Ridley alumni, donors, and stakeholders
• UVA Alumni Association staff, particularly Development, Marketing, Finance, and Data & Technology
• UVA partners, including the OAAA
• Outsourcing providers, partners, and vendors

Environmental/Working Conditions

Fast-paced and collaborative team environment with a bias for action, an openness to questioning past practices and assumptions, and a commitment to excellence. This is a Charlottesville-based, part-time role with core hours between 8:30am-5:00pm, schedule to be aligned to program activities. Candidates must be available for 15-20 hours/week on average during these core hours.

The Ridley Board meets quarterly and some Board meetings fall on Saturdays, so occasional weekend availability is required with advanced notice.