00617 - Executive Assistant/Office Manager

Title: 00617 - Executive Assistant/Office Manager

State Role Title: Administrative and Office Specialist III

Hiring Range: Commensurate with experience.

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

To provide services which ensure a fair , equitable and quality working-and learning environment for all employees and members of the university community, to proactively and creatively provide all customers with superior, innovation, and cost-effective programs and services, to continuously seek and supply all customers with the opportunities and resources needed to enhance their knowledge, skills and abilities so they may better support the mission of the university.

The Executive Assistant/Office Manager oversees the day-to-day responsibilities for coordinating administrative processes and providing executive-level, confidential, and detail-oriented administrative support to the Dean of the School of Social Work, faculty, university officials, students, and the public; to include travel, electronic communication, information technology (IT) and traditional correspondence. This position will support the Dean of the School of Social Work in scheduling, approving documents, spearheading projects, and supporting the School of Social Work’s strategic initiatives. The Office Manager/Administrative Assistant will also serve faculty, including the Directors of Field Education in the School of Social Work. This position will report directly to the Dean of the School of Social Work.

Duties include but are not limited to providing administrative knowledge to develop successful office standards and will be responsible for screening and directing phone calls and visitors. Maintains the Dean’s calendar including scheduling and coordinating leadership team meetings. Prepares, processes and tracks payroll forms, onboarding paperwork, invoices, affiliation agreements, and other forms. Will assist with School of Social Work functions internally and externally; record minutes/document departmental, program, and advisory board meetings. The candidate shall provide IT support and consultation to the office. The candidate will also deliver positive experiences for students, alumni and friends. The individual must regularly lift and/or carry up to 20 pounds and occasionally lift and/or move up to 30 pounds. Supervises and trains work-study students as needed. Provides back up to other support staff.

EEO STATEMENT
NSU is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.

Minimum Qualifications

1. Bachelor's degree preferred.
2. At least three years of related experience in administrative operations preferred.
3. Strong time management, organizational, and attention to detail skills.
4. Demonstrated ability to take initiative and plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
5. Proficient with Google and MS Office, including Excel, and able to learn and utilize new software programs.
6. Experience with virtual meeting platforms such as Zoom and Microsoft Teams.
7. Excellent oral and written communication.
8. Experience with managing budgets, grants, and contracts.
9. Experience with information technology (IT) inventory, support, and consultation to the office.
10. Experience developing and maintaining website and social media content.
    

Additional Considerations

1. Minimum three years’ experience working in Higher Education.
2. Master’s degree in any field.
   
   

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 f