Title: 00423 Administrative Office Specialist III

State Role Title: Admin and Office Spec 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 support to the Department Chair, and the Undergraduate Program Director and provide administrative support to ensure efficient operation of the office and carry out administrative duties such as filing, answering phone calls, typing, copying, ordering supplies, and scanning. In addition, coordinate activities, travel arrangements, and scheduling. Maintain all administrative policies and procedures.

The Administrative Office Specialist III for the Department of Computer Science plays a crucial role in providing 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. Maintains and provides accurate information related to general departmental matters, faculty/staff leave reporting, budgets, and appointments for the Department Head. 

•  Prepares and types of necessary documents and correspondences.
• Assist with Departmental Special Events Program Initiatives in conjunction with other
  departments; Assist Office Manager and/or Graduate Program Administrative Assistant (up to 15% of the time).
• Provide general office management support such as maintaining records, and
  information flow per approved policies and procedures while ensuring compliance with
  statutory requirements.
• Maintain proper communication and dissemination of departmental information.
  

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 

• Strong administrative organizational and verbal and written communication skills, and a proven ability to multi-task in a fast-paced environment with varied deadlines.
• Proficiency in office productivity software (Microsoft Office suite), desktop publishing
  (Adobe), and communication software (Zoom or Microsoft Teams).
• Skilled in using general office equipment.
• Financial literacy, including planning, budgeting requisition, vouchers, reimbursement,
  procurement, and problem analysis/resolution, with considerable experience in budget
  reconciliation.
• Considerable experience interacting with diverse groups, including students, faculty,
  staff, university business office partners (e.g. sponsored programs, human resources,
  registrar), and the public.
• Ability to interpret and follow relevant policies and procedures at the university, school,
  and department level, including federal rules and regulations concerning Title III and the
  Office of Civil Rights.
• Ability to establish priorities, take initiative, and work independently and collaboratively.
• Highest standards for personal and professional conduct.

Additional Considerations

•  Associates degree with coursework in business administration, finance, or accounting.
• Previous experience in a university or similar working and learning environment.
• Familiarity with student application and registration platforms (Colleague, Slate, Student
  Planning Tool), content management platforms for websites and catalogs (Kentico,
  Course leaf), eLearning platforms (Blackboard).

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.

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.