00409 Administrative Assistant to the Department of Secondary Education & School Leadership

Title: 00409 Administrative Assistant to the Department of Secondary Education & School Leadership

State Role Title: Admin and Office Spec III

Hiring Range: Up to $43,000.00

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

The Administrative Assistant to the Department of Secondary Education & School Leadership requires highly responsible and complex administrative, secretarial, and public contact duties in a confidential capacity. The individual must be able to exercise a significant amount of independent judgement and discretion based upon the knowledge of administrative, University and School of Education policies, functions and structural organization. The Administrative Assistant is responsible for the day-to-day operational functions required to facilitate the goals and objectives of the mission of the School of Education and the Department of Secondary Education & School Leadership (SESL).

The successful candidate will be expected to:

• Screen and prioritize incoming communications (phone calls, emails, mail), drafting responses or directing inquiries appropriately and efficiently.
• Take and transcribe meeting minutes, track action items, and follow up on their completion.
• Maintain organized electronic and paper filing systems, ensuring easy access to information.
• Serve as the primary point of contact for the SESL’s Office, interacting professionally and diplomatically with faculty, staff, students, alumni, donors, and external stakeholders.
• Maintaining SESL Website and Provides regular budget reports for control of expenditures.
• Assist with administrative tasks related to grant funding, including reports and workbook entries.
• Support the SESL Department in the curriculum to sustain rigorous graduate program development.
• Collaborate with other administrative staff within the School of Education and the university to ensure efficient operations.
• Assist with the preparation of accreditation reports and other institutional documents.

Minimum Qualifications

• Experience in Higher Education.
• Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including strong grammar, proofreading, and editing abilities.
• Proficiency in Microsoft Office Suite (TEAMS, Word, Excel, PowerPoint, Outlook) and other relevant software and technologies. Adobe pro tools (electronic signature, combine documents into one, etc.).
• Ability to exercise sound judgment and discretion in handling confidential information.
• Excellent interpersonal skills and the ability to interact effectively with a diverse range of individuals.
• Proactive and resourceful with a strong problem-solving aptitude.
• Ability to work independently and as part of a team.
  

Additional Considerations

•  Associate or Bachelor’s Degree Preferred.
• Higher education course work or military equivalent.
• Experience working in higher education as administrative assistant.
• Familiarity with grant funding administration.
• Experience managing budgets and processing financial transactions.

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.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the D