Title: Administrative Assistant/Office Manager

State Role Title: Admin and Office Spec III

Hiring Range: Up to $50,000, Commensurate with Education and Experience

Pay Band: 3

Agency: Virginia State University

Location: Virginia State University

Agency Website: vsu.edu

Recruitment Type: General Public - G

Job Duties

 " Greater Happens Here"

To manage daily front-office operations, provide high-level administrative support to faculty and the Department Chair, and serve as the central hub for student inquiries and academic logistics, including:

• General departmental operations and front-office management
• Academic and student support services
• Faculty and research logistics support
• Fiscal and financial administration
• Event and communication coordination

• Processes course overrides, lab section transfers, enrollment forms, and schedule adjustments for students
• Manages major declaration paperwork, degree audit updates, and graduation clearance tracking
• Directs students to faculty advisors, campus resources, and tutoring services; resolve student administrative issues
• Serves as the primary point of contact for the department (handling incoming calls, emails, and front-desk visitors).
• Maintains confidential student, personnel, and departmental records, ensuring compliance with institutional policies (e.g., FERPA).
• Manages daily office logistics, mail distribution, inventory, office equipment, and facility work orders.
• Processes purchase requisitions, lab supply orders, vendor forms, and invoice payments
• Tracks operating budget expenditures, reconciles monthly accounts, and monitors grant/foundation funds
• Coordinates student employment paperwork, grant-funded stipends, and faculty travel reimbursements
• Assists full-time and adjunct faculty with syllabus collection, office setup, classroom/lab space scheduling, and recruitment/onboarding paperwork
• Coordinates committee documentation, meeting agendas, and departmental records
• Organizes logistics for biology seminars, guest lectures, student research symposiums, and faculty meetings
• Maintains departmental announcements, website content, and internal distribution lists

Minimum Qualifications

Possess knowledge of office management functions and administrative processes and procedures, personnel functions, project management, budget, and human resources to ensure compliance with state and federal laws.

Possess the ability to interpret policies and procedures, and consult/communicate with internal/external University contacts.

Skilled in the use of computer technology including Microsoft Office Suite.

Ability to formulate and analyze policies and procedures, make sound decisions independently and communicate effectively both orally and in writing.

At least 3 years of administrative office management assistant experience.

Experience in the development and maintenance of budgets.

Attention to accuracy and detail in all aspects of duties and responsibilities.

Demonstrated experience in managing and prioritizing competing demands.

Additional Considerations

Experience working in a Collegiate environment preferred.

Earned degree from an accredited institution of Higher Education.

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 to Applicants:

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

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

HOW TO APPLY:

Virginia State University only accepts applications for this position through the on-line state Recruitment Management System (PageUp). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume, or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration.

Applications will be accepted until the position is filled. Interested persons must attach a cover letter and a current resume/c.v to the online application. Official transcripts will be required at the time of employment.
The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.

Employment-based visa sponsorship at Virginia State University (VSU) is not guaranteed and will be evaluated carefully on a case-by-case basis. Federal law does not require employers to provide immigration sponsorship, and VSU is not obligated to offer it. Employment at VSU does not permit an individual to work in the United States unless the appropriate employment authorization has been obtained and verified in accordance with federal immigration compliance requirements.

Commonwealth’s Alternative Hiring Process:

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 Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800-552-5019.

Contact Information

Name: Boatemaa Nyarko-Brentuo

Phone: 804-524-5083

Email: bnyarko-brentuo@vsu.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.