Title: Administrative Assistant - Applied Mathematics

State Role Title: Administrative Assistant III

Hiring Range: Based on qualifications & experience

Pay Band: UG

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

Virginia Military Institute is excited to announce that we are accepting applications for Administrative Assistant for Applied Mathematics. This position provides administrative support for the Applied Mathematics Department. The ideal candidates should be a team player with a background in an office setting.
Job Duties:
• Maintaining all department records
o Budget calculation, reconciliation, and maintenance.
o Keeping complete cadet records.
• Ensuring adequate supplies are available for contract and non-contract items.
o Sufficient office supplies for the department.
o Professional dealings with vendors and providing complete purchase information.
o Procurement of review copies of textbooks as needed.
• Serving as department receptionist with courteous phone and email correspondence.
• Recording and maintaining minutes for department meetings.
• Assisting with documents through the VMI systems
o Travel authorization and reimbursement
o Event planning
o Faculty committee work
o Course attendance forms
• Working with faculty candidates for employment and visiting speakers
o Completing travel and lodging documents for the candidate/speaker
o Providing timely reimbursement documents
• Attending training sessions as necessary
o Learning new software systems for purchasing, travel, etc.
• Support of the MERC purchases
• Flexibility in special assignments as needed for important departmental duties.

Minimum Qualifications

• High school diploma or equivalent work experience required.
• Strong communication skills and interpersonal abilities
• Excellent organizational and time management skills
• Ability to work independently and as part of a team

Additional Considerations

• Associate degree in business administration, accounting, or related field preferred.
• Two years of administrative office experience, or combination of education and experience
• Familiar with Microsoft Office Suite

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.

Contact Information

Name: Tamara Wade

Phone: 540-464-7322

Email: hroffice@vmi.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.