000336 - Administrative Assistant to the Associate Dean - School of Education
000336 - Administrative Assistant to the Associate Dean - School of Education
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Job Description
Title:00336 - Administrative Assistant to the Associate Dean - School of Education
State Role Title: Admin and Office Spec III
Hiring Range: Up to $44358.00
Pay Band: 3
Agency: Norfolk State University
Location:Norfolk State University
Agency Website:
Recruitment Type: General Public - G
Job Duties
The Administrative Assistant to the Associate Dean of the School of Educationrequires highly responsible and complex administrative secretarial and publiccontact duties in a confidential capacity. The individual must be able to exercise asignificant amount of independent judgement and discretion based upon theknowledge of administrative University and School of Education policies functions
and structural organization. The Administrative Assistant is responsible for the day-to-day operational functions required to facilitate the goals and objectives of the mission of the School of Education.
The successful candidate will be expected to:
- Screen and prioritize incoming communications (phone calls emails mail)drafting responses or directing inquiries appropriately and efficiently.
- Take and transcribe meeting minutes track action items and follow up ontheir completion.
- Maintain organized electronic and paper filing systems ensuring easy accessto information.
- Serve as the primary point of contact for the Associate Deans Office interacting professionally and diplomatically with faculty staff studentsalumni donors and external stakeholders.
- Provides regular budget reports for control of expenditures.
- Assist with administrative tasks related to grant funding including reportsand workbook entry.
- Support the Associate Dean in the curriculum to sustain rigorous graduateand undergraduate program development.
- Collaborate with other administrative staff within the School of Educationand the university to ensure efficient operations.
- Assist with the preparation of accreditation reports and other institutionaldocuments.
Minimum Qualifications
- Experience in day-to-day contact with students coworkers and supervisors in verbal and written communication.
- Ability to establish and maintain effective working relationships with employees and all levels of management officials.
- Exceptional organizational and time management skills with the ability toprioritize tasks and meet deadlines in a fast-paced environment.
- Excellent written and verbal communication skills including stronggrammar proofreading and editing abilities.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook)and other relevant software and technologies.
- Ability to exercise sound judgment and discretion in handling confidentialinformation.
- Excellent interpersonal skills and the ability to interact effectively with adiverse range of individuals.
- Proactive and resourceful with a strong problem-solving aptitude.
- Ability to work independently and as part of a team.
Additional Considerations
- Higher education course work or military equivalent.
- Experience working in higher education as administrative assistant
- Familiarity with grant funding administration.
- Experience managing budgets and processing financial transactions.
- Considerable experience working in higher education as an administrative assistant.
- Experience with grant funding administration including but not limited to Title III and other federal grants.
- Experience with invoices purchasing requisitions and financial systems for procurement.
Special Instructions
You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to Your Application in your account to check the status of your application for this position.
Application and/or rsum for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginias Job Board/Recruitment Management System (RMS). Mailed emailed faxed or hand delivered applications and/or rsums will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only) must attach these forms when submitting their state application and/or rsum. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resum. RMS provides a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to Your Application in your RMS account to check the status of your application for this position.
Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history including sexual offender registry checks reference checks degree validation DMV (driving) records license verification and credit report reviews. The results of background checks are made available to university employing officials. As a finalist you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.
EEO Statement
Norfolk State University is committed to providing equal employment opportunities for all persons and applicants without regard to age color disability gender national origin political affiliation genetic information religion sexual orientation sex (including pregnancy) or veteran status. NSU encourages and invites minorities women individuals with disabilities and veterans to apply.
Contact Information
Name: Norfolk State University
Phone:
Email: Emailed material not accepted
In support of the Commonwealths commitment to inclusion we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS) or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation if applicable to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at .
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1 2022- February 29 2024 can still use that COD as applicable documentation for the Alternative Hiring Process.
Required Experience:
IC
Employment Type
Full-Time
