00469 - Administrative Assistant

Title: 00469 - Administrative Assistant

State Role Title: Administrative Office Specialist III

Hiring Range: Up to $42,000.00

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: Faxed material not accepted

Recruitment Type: General Public - G

Job Duties

The Department of Health, Physical Education, Exercise Science (HPEEXS) in the School of Education (SOE) seeks applications for the position of Administrative Assistant.

HPEEXS housed in the SOE offers over 300 undergraduate students a bachelor’s degree in Exercise Science. Students in this degree include those who seek teacher licensure in P-12 Health, Physical Education (HPE), or certification as a Registered Kinesiotherapist (RKT), or prepare for allied health graduate programs in Health, Wellness, and Rehabilitation (HWR).

The Administrative Assistant must be a customer service-oriented individual as they will be the face of the department for students, parents, and outside agencies. They must possess excellent communication skills, both written and verbal. This individual must be able to perform administrative functions at a professional level with minimal supervision. Autonomy is an important capability for this individual.

In addition to having a strong work ethic and office management experience the duties and responsibilities of the Administrative Assistant should include but are not limited to:

1. Manage routine office activities with efficiency.
2. Display a professional, courteous, and helpful attitude towards interacting with persons visiting the department.
3. Preparing written correspondence, spreadsheets, tables, graphs, budget reports, and other documents as requested by the department chair.
4. Copy, scan, and print documents as necessary.
5. Use of electronic communication including use of Adobe pro to collate and combine multiple documents into a single document, ability to sign electronically.
6. Competence in the use of all Microsoft Office tools (i.e., Excel, Word, PowerPoint, Teams, etc.).
7. Ensure daily review and response of email correspondence.
8. Manage and schedule appointments in the calendar of the Department Chair.
9. Assist with purchasing and receiving equipment
   
   
   

Minimum Qualifications

1. High School Diploma or equivalent (Associate or Bachelor’s degree preferred).
2. Experience in higher education.
3. Considerable demonstrated experience of office management, practices, and procedures.
4. Demonstrated ability on all Microsoft Office tools (word, excel, outlook, PowerPoint) and Adobe pro tools (electronic signature, combine documents into one, etc.).
5. Demonstrated ability to plan and organize work, meet and prioritize competing deadlines.
6. Demonstrated ability to prepare correspondence, reports, and other documents.
   
   
   

Additional Considerations

N/A

Special Instructions

***Review of Applications will begin April 15, 2025***

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 Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to