Title: Administrative & Office Specialist III

State Role Title: Administrative & Office Specialist III

Hiring Range: $45K - $52K

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

To serve as Administrative and Office Specialist III to the Counseling Center and the Executive Director of Health and Wellness by being able to manage all aspects of the departments to include the Executive Director of Health and Wellness, Director of Counseling Center, students, faculty, professional staff, and the public. To provide administrative assistance to the Executive Director of Health and Wellness and the Counseling Center by providing, coordinating, and/or administering services, providing customer service requiring confidentiality and advanced communications, typing, managing, and maintaining administrative files physically and electronically ,and performing data management processes requiring a proficiency with a variety of software applications, and understanding of the structure of databases and the information contained in the database.

Minimum Qualifications

Knowledge of client electronic health records systems, experience with working with persons in crisis, knowledge of intake and assessment process, managing calendar of Executive director and Counseling Center staff, analyze and interpret data, coordinate event activities, monitor supply inventory, budget management, triage for counseling and emergency services, schedule client appointments, provide administrative support to clinicians during the student pre-screening process, manage and update counseling center training manual, monitor inventory office supplies, monitor all office equipment and services contracts, and prepare monthly reports.

Additional Considerations

High school diploma or the equivalent of a combination of education and experience is required; 2 years working as an administrative assistant office that handles sensitive and confidential information.

Required Experience
• Comprehensive knowledge of current office practices
• Ability to use of complex systems to include health record systems, database and fiscal management.
• Knowledge of monitoring and reconciling financial records and accounts
• Excellent oral and written communication skills
• Impeccable integrity and ability to Handle complex, sensitive and confidential information
• Ability to work in a faced paced environment while effectively handling multiple task
• Experienced in event planning
• Experienced in triaging to include assessing for prioritizing of imminency

PREFERRED QUALIFICATIONS:
Bachelor’s Degree; experience in managing a clinical mental health or medical office

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.

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
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, 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: Jamillah Currence

Phone: 7578238764

Email: jlcurrence@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 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.