Title: 00336 - Administrative Assistant to the Associate Dean - School of Education

State Role Title: Admin and Office Spec III

Hiring Range: Up to $44,358.00

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

The Administrative Assistant to the Associate Dean of the School of Education requires highly responsible and complex administrative, secretarial, and public contact duties in a confidential capacity. The individual must be able to exercise a significant amount of independent judgement and discretion based upon the knowledge 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 on their completion.
• Maintain organized electronic and paper filing systems, ensuring easy access to information.
• Serve as the primary point of contact for the Associate Dean's Office, interacting professionally and diplomatically with faculty, staff, students, alumni, donors, and external stakeholders.
• Provides regular budget reports for control of expenditures.
• Assist with administrative tasks related to grant funding, including reports and workbook entry.
• Support the Associate Dean in the curriculum to sustain rigorous graduate and undergraduate program development.
• Collaborate with other administrative staff within the School of Education and the university to ensure efficient operations.
• Assist with the preparation of accreditation reports and other institutional documents.
  

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 to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including strong grammar, 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 confidential information.
• Excellent interpersonal skills and the ability to interact effectively with a diverse 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 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.