Title: 00469 - Administrative Assistant

State Role Title: Administrative Office Specialist III

Hiring Range: Up to $42,000.00

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: Faxed material not accepted

Recruitment Type: General Public - G

Job Duties

The Department of Health, Physical Education, Exercise Science (HPEEXS) in the School of Education (SOE) seeks applications for the position of Administrative Assistant.

HPEEXS housed in the SOE offers over 300 undergraduate students a bachelor’s degree in Exercise Science. Students in this degree include those who seek teacher licensure in P-12 Health, Physical Education (HPE), or certification as a Registered Kinesiotherapist (RKT), or prepare for allied health graduate programs in Health, Wellness, and Rehabilitation (HWR).

The Administrative Assistant must be a customer service-oriented individual as they will be the face of the department for students, parents, and outside agencies. They must possess excellent communication skills, both written and verbal. This individual must be able to perform administrative functions at a professional level with minimal supervision. Autonomy is an important capability for this individual.

In addition to having a strong work ethic and office management experience the duties and responsibilities of the Administrative Assistant should include but are not limited to:

1. Manage routine office activities with efficiency.
2. Display a professional, courteous, and helpful attitude towards interacting with persons visiting the department.
3. Preparing written correspondence, spreadsheets, tables, graphs, budget reports, and other documents as requested by the department chair.
4. Copy, scan, and print documents as necessary.
5. Use of electronic communication including use of Adobe pro to collate and combine multiple documents into a single document, ability to sign electronically.
6. Competence in the use of all Microsoft Office tools (i.e., Excel, Word, PowerPoint, Teams, etc.).
7. Ensure daily review and response of email correspondence.
8. Manage and schedule appointments in the calendar of the Department Chair.
9. Assist with purchasing and receiving equipment
   
   
   

Minimum Qualifications

1. High School Diploma or equivalent (Associate or Bachelor’s degree preferred).
2. Experience in higher education.
3. Considerable demonstrated experience of office management, practices, and procedures.
4. Demonstrated ability on all Microsoft Office tools (word, excel, outlook, PowerPoint) and Adobe pro tools (electronic signature, combine documents into one, etc.).
5. Demonstrated ability to plan and organize work, meet and prioritize competing deadlines.
6. Demonstrated ability to prepare correspondence, reports, and other documents.
   
   
   

Additional Considerations

N/A

Special Instructions

***Review of Applications will begin April 15, 2025***

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.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés 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 résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé 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: 757-823-8160

Email: Emailed material not accepted

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.