Administrative Assistant

Old Dominion University; Norfolk (VA); On-site; USD 30,000 - 42,000; Full time

Job summary

Old Dominion University is seeking an Administrative Assistant to support the Dean’s Office and the Interdisciplinary Schools, including the Data Science, Supply Chain, and Cybersecurity programs, as well as the Data Science Institute. The role involves clerical, administrative, and communications coordination in a busy, in-person setting.

Responsibilities include travel arrangements, event support, purchasing, and handling inquiries with excellent writing and organizational skills.

Qualifications

• Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Exceptional customer service and communication skills.
• Proficient in Microsoft 365, Zoom, and Windows based software.
• Excellent writing and organizational skills.
• Proficient with email correspondence and shared calendars.

Responsibilities

• Provide clerical, administrative, and communications support to the Dean’s Office and the Interdisciplinary Schools, and the Data Science Institute.
• Coordinate travel, catering, events, meetings, and purchasing.
• Manage building work orders, inventories, orders and deliveries, and reception tasks.
• Support various administrative duties as assigned.

Skills

Word processing

Records management

Customer service

Microsoft 365

Zoom

Windows OS

Tools

Microsoft 365

Email & calendars

Job description

• Staff and Administrative & Professional Faculty Applicants:
• Contact Human Resources at:
  [phone]
  [e-mail]
• Teaching and Research Faculty Applicants:
• Contact Academic Affairs at:
  [e-mail]

Administrative Assistant

Please see Special Instructions for more details.

Candidates must provide at least two references (current and/or former supervisors), complete the application, attach a resume and cover letter, and complete supplemental questions.

Position Information

Role Title

Role Title Admin and Office Spec III

Role Code

Role Code 19013

Pay Band

Pay Band 03

Working Title

Working Title Administrative Assistant

Position Number

Position Number 01448A

Department

Department INTERDISCIPLINARY SCHOOLS

Location

Location Norfolk, VA

Type of Position

Type of Position Classified

Type of Job

Type of Job Full Time

EEO Category

EEO Category F Administrative Support (Clerical & Sales)

Job Description

The primary function of this position is to support to Dean’s Office and the schools of Data Science, Supply Chain, and Cybersecurity, and our Data Science Institute for a variety of clerical, administrative, and communications coordination. Responsibilities for this position are critical in the support of overall operations for the Interdisciplinary Schools and therefore will include tasks related to travel, catering, events, meetings, purchasing, technical or building workorders, inventories, orders and deliveries, and reception. Other clerical or administrative duties may be assigned.

Type of Recruitment

Knowledge, skills and abilities

Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Exceptional customer service and communication skills.
Proficient in Microsoft 365, Zoom, and Windows based software.
Excellent writing and organizational skills.
Proficient with email correspondence and shared calendars.

Special licenses, registration or certification

None

Education or training

None

Level and type of experience

Basic previous experience with databases or inventory tracking and spreadsheets.
Basic experience answering phones, emails, and in-person inquiries.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

Considerable experience with administrative systems, processes, and policies in higher education such as those related to travel purchasing, reimbursements, procurement, scheduling, and catering.

Conditions of Employment

This position is in-person Monday through Friday 8a to 5p.

Annual Salary/Hourly Rate

Annual Salary/Hourly Rate Salary commensurate with education and experience

Job Requisition Number

Job Requisition Number S03443

Job Open To

Job Open To General Public

Open Date

Open Date 10/20/2026

Close Date

Close Date 11/06/2026

Open Until Filled No

Special Instructions Summary

Candidates must provide at least two references (current and/or former supervisors), complete the application, attach a resume and cover letter, and complete supplemental questions.

Criminal Background Check

Criminal Background Check The final candidate is required to complete a criminal history check.

College Home Page

Department Home Page

Equity Statement

It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.

Reasonable Accommodation Request

If you are an individual with a disability and require reasonable accommodation, please contact the Division of Talent Management and Culture at [phone].

Alternative Hiring Process

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process.
To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services ( DARS ), or the Department for the Blind & Vision Impaired ( DBVI ). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.
To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Required fields are indicated with an asterisk (*).

• * Please provide a description and at least one example of your professional experience managing tasks associated with a high-volume of support requests which might include purchasing, reporting building or equipment related issues, or coordinating event support. Please elaborate on the methods you utilized to stay organized and communicate, as well as, examples of digital tools and resources that helped you to fulfill the tasks.

  (Open Ended Question)

• * Are you a former federal employee who was terminated from a position of employment with the federal government on or after January 1, 2025, due to a reduction in the federal budget or initiatives put in place by the federal Department of Government Efficiency?
  • Yes - If yes, please upload a copy of your Standard Form (SF-50)
  • No
• * Do you now, or will you in the future, require sponsorship for an employment visa?
  • Yes
  • No

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Yellow Layoff Form
• Blue Layoff Card
• AHP Letter
• Standard Form 50 (SF-50)

If you have questions: Staff and Administrative & Professional Faculty applicants, please contact the Division of Talent Management and Cultureat [phone] or [e-mail] .
Teaching and Research Faculty applicants, please contact the Office of Academic Affairs at [e-mail] .