Title: Administrative Assistant - Institutional Effectiveness

State Role Title: Admin and Office Spec III

Hiring Range: Based on qualifications & experience

Pay Band: 3

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

The Office of Institutional Effectiveness at the Virginia Military Institute is looking for a skilled administrative assistant to join our team. The ideal candidate will have excellent organizational and time-management skills, be proficient in Microsoft Office, and have experience managing calendars and scheduling appointments. In this role, you will be responsible for providing administrative support to our team and ensuring the smooth operation of our office. Due to the involvement of sensitive information, this position is required to maintain a high level of confidentiality and discretion in handling data and reports as well as both internal and external communications. Reporting to the Director for Institutional Effectiveness, this is a full-time, on-site position.
Responsibilities:
• Managing, maintaining, and updating office protocols; managing office supplies; ensuring equipment is operational
• Makes the necessary travel arrangements for the Administrative/Professional (A/P) staff. This involves researching, booking flights, hotels, transportation, and creating detailed itineraries.
• Manage schedules and calendars for all A/P staff, coordinating appointments, meetings, and events.
• Plan and coordinate meetings, conferences, and events. This includes preparing agendas, distributing materials, booking venues, and arranging catering if necessary.
• Handles in-coming calls, emails, and messages, directing them to the appropriate parties or providing information as needed.
• Handles basic financial tasks such as processing invoices, creating paper and electronic purchasing orders, tracking expenses, working with vendors, and maintaining budget spreadsheets.
• Performs data entry and word processing tasks, inputting information accurately into spreadsheets, databases, documents, or other systems. Maintains organized records and assists in generating reports when needed.
• Serve as the initial point of contact for clients, visitors, and vendors. Greet visitors, provide necessary information, and ensure a positive and welcoming experience.
• Administer course evaluations each semester and distribute assessment findings to the individual department heads.
• Create meeting agenda, take notes and minutes, and provide summary of meetings.

Minimum Qualifications

• Minimum of 1-3 years of experience in an administrative role or equivalent.
• Demonstrated technical skills with Microsoft Office applications, including Word, Excel, and Outlook.
• Proven proficiency in an administrative assistant role including proficiency in calendaring, budget and record keeping, and event coordination.
• Strong problem solving, organizational, and analytical skills.
• Exceptional interpersonal skills with the ability to collaborate effectively with individuals from varied backgrounds.
• Proven ability to communicate with cultural competence and humility.

Additional Considerations

• Experience working in a higher education environment

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Tamara Wade

Phone: 540-464-7322

Email: hroffice@vmi.edu

In support of the Commonwealth’s 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 800-552-5019.

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.