Title: 00617 - Executive Assistant/Office Manager

State Role Title: Administrative and Office Specialist III

Hiring Range: Commensurate with experience.

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

To provide services which ensure a fair , equitable and quality working-and learning environment for all employees and members of the university community, to proactively and creatively provide all customers with superior, innovation, and cost-effective programs and services, to continuously seek and supply all customers with the opportunities and resources needed to enhance their knowledge, skills and abilities so they may better support the mission of the university.

The Executive Assistant/Office Manager oversees the day-to-day responsibilities for coordinating administrative processes and providing executive-level, confidential, and detail-oriented administrative support to the Dean of the School of Social Work, faculty, university officials, students, and the public; to include travel, electronic communication, information technology (IT) and traditional correspondence. This position will support the Dean of the School of Social Work in scheduling, approving documents, spearheading projects, and supporting the School of Social Work’s strategic initiatives. The Office Manager/Administrative Assistant will also serve faculty, including the Directors of Field Education in the School of Social Work. This position will report directly to the Dean of the School of Social Work.

Duties include but are not limited to providing administrative knowledge to develop successful office standards and will be responsible for screening and directing phone calls and visitors. Maintains the Dean’s calendar including scheduling and coordinating leadership team meetings. Prepares, processes and tracks payroll forms, onboarding paperwork, invoices, affiliation agreements, and other forms. Will assist with School of Social Work functions internally and externally; record minutes/document departmental, program, and advisory board meetings. The candidate shall provide IT support and consultation to the office. The candidate will also deliver positive experiences for students, alumni and friends. The individual must regularly lift and/or carry up to 20 pounds and occasionally lift and/or move up to 30 pounds. Supervises and trains work-study students as needed. Provides back up to other support staff.

EEO STATEMENT
NSU 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, race, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.

Minimum Qualifications

1. Bachelor's degree preferred.
2. At least three years of related experience in administrative operations preferred.
3. Strong time management, organizational, and attention to detail skills.
4. Demonstrated ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
5. Proficient with Google and MS Office, including Excel, and able to learn and utilize new software programs.
6. Experience with virtual meeting platforms such as Zoom and Microsoft Teams.
7. Excellent oral and written communication.
8. Experience with managing budgets, grants, and contracts.
9. Experience with information technology (IT) inventory, support, and consultation to the office.
10. Experience developing and maintaining website and social media content.
    

Additional Considerations

1. Minimum three years’ experience working in Higher Education.
2. Master’s degree in any field.
   
   

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.

Special Instructions:
You will be provided with 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 résumé. 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.

Contact Information:
Name: Dr. Isiah Marshall Jr.
Phone: (757)8238648
Email: imarshall@nsu.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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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.