Administrative and Office Assistant

Norfolk State University; Norfolk (VA); On-site; USD 32,000 - 52,000; Full time

Job summary

Norfolk State University is seeking an Administrative Assistant to provide administrative support and clerical services to the department chair, faculty, and students as directed by the chair and supervisors.

The role includes managing the office, handling inquiries from university stakeholders, and transmitting communications between the department and internal/external audiences to ensure smooth operations.

Qualifications

• High school diploma and at least five years' professional experience.
• A certification in secretarial administration is highly desirable.
• Ability to manage records, customer service, telephone operation, data entry, minutes taking, office management, and good oral communication.

Responsibilities

• Provide administrative support and clerical services to the department chair, faculty, and students as directed by the chair and supervisors.
• Transmit and receive communications between the department and its stakeholders both in and outside the university.
• Maintain departmental records and other duties to ensure smooth functioning of the department.
• Assist other university staff, handle inquiries from visitors, and manage office operations.

Skills

Computer skills

Database management

Desktop publishing

Written communication

Oral communication

Phone management

Inventory

Equipment maintenance

Organization

Data storage

Education

High school diploma

Associate or Bachelor's Degree

Job description

The purpose of the position is to provide administrative supportand clerical services to the department chair, faculty, andstudents as directed by the chair and/or his supervisors. Inaddition, the administrative assistant manages the officewhile assisting other employees of the university, outside visitors, orany other persons with their inquiries about the department. Theadministrative assistant is also responsible for transmitting andreceiving communications between the department and itsstakeholders both in and outside the university. Finally, shemaintains departmental records and other duties that are pertinentto ensuring the smooth functioning of the department.

KSA's and/or competencies required to successfully perform thework

These essentially include computer skills, databasemanagement, desktop publishing, good written and oral communicationskills especially with students, faculty as well as otherstakeholders, phone management, inventory, supervision of equipmentmaintenance, organization and data storage skills. In addition, theadministrative assistant must possess the necessary skills andknowledge required to execute her duties as well as anunderstanding of the university's policies and procedures necessaryto carry out departmental functions.

Education, Experience, Licensure, and Certification required forentry into the position:

Essentially, this position requires a high school diploma and atleast five years' professional experience. While it is notrequired, a certification in secretarial administration is highlydesirable. Additionally, the ideal candidate will possess thefollowing: the ability to manage records, customer service skills,telephone operation, data entry, minutes taking, office managementskills and good oral and, communication skills.

PREFERRED QUALIFICATIONS:

Associate or Bachelor's Degree or some college experience orequivalency of experience

Contact Information:

Name: Office of Human Resources

Phone: [phone]

Email: NO EMAILED DOCUMENTS ACCEPTED

In support of the Commonwealth’s commitment to inclusion, we areencouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for thisopportunity, applicants will need to provide their Certificate ofDisability (COD) provided by a Vocational Rehabilitation Counselorwithin the Department for Aging & Rehabilitative Services(DARS), or the Department for the Blind & Vision Impaired(DBVI). Veterans are encouraged to answer Veteran status questionsand submit their disability documentation, if applicable, toDARS/DBVI to get their Certificate of Disability. If you need toget a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARSat 800-552-5019, or DBVI at 800-622-2155.

Norfolk State University conducts background checks on allcandidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon thetype of position for which you have been identified as a finalistand may include criminal history, including sexual offenderregistry checks, reference checks, degree validation, DMV (driving)records, license verification, and credit report reviews. Theresults of background checks are made available to Universityemploying 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.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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