Facilities Management Admin Assistant

Norfolk State University; Norfolk (VA); On-site; USD 52,000 - 57,000; Full time

Job summary

Norfolk State University’s Department of Facilities Management is seeking an Administrative Office Specialist to perform a range of responsible, technical, and complex administrative duties supporting Facilities Management. The role includes data entry into university and state finance and procurement systems, encumbrance report analysis, and coordinating maintenance project meetings.

The ideal candidate will have 6+ years of office management or administrative secretarial experience, experience

Qualifications

• At least 6 years of office management and/or administrative secretarial experience.
• Experience with Colleague financial system (or similar PeopleSoft) and eVA Procurement platform.

Responsibilities

• Provide administrative support to Facilities Management, including data entry into university and state finance and procurement systems.
• Prepare encumbrance reports and conduct analysis.
• Review email, phone and fax messages daily and respond as needed.
• Supervise and assign work to temporary and student employees.
• Coordinate maintenance project meetings and timekeeping/leave reporting.

Skills

Office management

Administrative secretarial experience

Data entry

Tools

Colleague financial system

PeopleSoft

eVA Procurement platform

Job description

The Department of Facilities Management is seeking a dynamic andqualified Administrative Office Specialist who will perform a variety of responsible, technical and complex administrative duties for Facilities Management. Duties include, but are not limited to: Provide administrative support to Facilities Management, input data into University and State finance and procurement systems, prepare encumbrance reports analysis, daily review of email, phone and fax messages, supervise and assign work to temporary and student employees, coordinate maintenance project meetings, time keeping and leave reporting management and perform other duties as assigned.

Minimum Qualifications

At least 6 year experience in office management and/or administrative secretarial experience. Experience with Colleague financial system (or a similar Peoplesoft platform) and the experience using the eVA Procurement platform.

Preferred Qualifications

In addition to meeting the minimum requirements, the preferred candidate will have at least 1 year supervisory experience, corporate or higher education administrative experience or in a related field or an equivalent combination of education, training and professional experience which provides the requisite knowledge, skills and abilities.

Salary range is between $52,000 to $57,000.

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.

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 Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

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

Equal Opportunity Employer

Contact Pathways

Contact Information:

Name: Office of Human Resources

Phone: [phone]

Email: NO EMAILED DOCUMENTS ACCEPTED