Facilities Management Admin Assistant

Norfolk State University; United States; On-site; USD 52,000 - 57,000; Full time

Job summary

Norfolk State University, located in Virginia, seeks an Administrative Office Specialist to perform a broad range of complex administrative duties for Facilities Management. The role supports finance, procurement, timekeeping, and personnel coordination to ensure smooth operations.

The ideal candidate will have at least six years of office management or administrative secretarial experience, with familiarity in Colleague/PeopleSoft and the eVA procurement platform.

Qualifications

• Minimum 6 years of office management or administrative secretarial experience.
• Experience with Colleague/PeopleSoft financial system and eVA procurement platform.

Responsibilities

• Provide administrative support to Facilities Management.
• Input data into University and State finance and procurement systems.
• Prepare encumbrance reports and analysis.
• Review emails, phone and fax messages daily.
• Supervise and assign work to temporary and student employees.
• Coordinate maintenance project meetings, time keeping and leave reporting.
• Perform other duties as assigned.

Skills

Office management

Administrative secretarial experience

Tools

Colleague/PeopleSoft

eVA Procurement

Job description

The Department of Facilities Management is seeking a dynamic and qualified 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 date 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.

Contact Information

Name: Office of Human Resources Phone: [phone] Email: NO EMAILED DOCUMENTS ACCEPTED

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.

Equal Opportunity Employer Contact Pathways Discover Your Future at Norfolk State University

Join a vibrant academic community at Norfolk State University, a dynamic, public, urban institution located in the heart of Hampton Roads in Norfolk, Virginia. With a proud legacy dating back to 1935, NSU is one of just five HBCUs in the Commonwealth of Virginia and one of 15 public four-year universities in the state. Our campus is home to more than 5,400 students, including a thriving graduate population that makes up over 10% of our enrollment. NSU offers a supportive and engaging environment across five distinguished academic schools and colleges, led by a dedicated team of approximately 1,000 faculty and staff. With an annual operating budget exceeding $190 million, Norfolk State is positioned for growth, innovation, and student success. Whether you’re looking to grow your career or make a lasting impact, NSU invites you to be part of a community where excellence, purpose, and progress are more than just words — they're a way of life.

Behold the Green and Gold — and apply today! The home of the largest Naval Base in the world, Norfolk is 1 of the 7 cities that make up what Is referred to as the Hampton Roads Region, an area that includes Virginia Beach & Colonial Williamsburg. Norfolk has big-city amenities and attractions of arts and culture, and cuisines of the Eastern Seaboard. There are numerous & accessible parks, riverfronts, lakes, festivals, & beaches; all favorable for weekend getaways and an easy commute to NSU.

NSU Human Resources 757.823.8160