Executive Assistant & Graduate Programs Coordinator

Position Title: Executive Assistant & Graduate Programs Coordinator Department: Graduate School Overview This role provides high‑level administrative support to the Dean of the Graduate School and serves as backup support for the Graduate School. Responsibilities include office management, special projects, event support, and other initiatives aligned with the Graduate School’s goals. Key Responsibilities Provide direct, high‑level administrative assistance to the Dean and serve as backup for Graduate School functions. Manage the Dean’s calendar, coordinate initiatives, develop briefing materials, and maintain confidentiality across all communications. Knowledge, Skills, and Abilities Considerable knowledge of effective customer service and problem resolution techniques. Exceptional computer and technical skills, including Banner, Insight, Microsoft Office Professional Suite (PowerPoint, Excel, Publisher, Outlook). Strong oral and written communication skills. Effective time management and organizational skills with the ability to maintain high‑quality work against pressing deadlines and produce accurate, detail‑focused outputs. Demonstrated skill in document development and proofreading. Demonstrated ability to prepare high‑stakes meeting materials (briefing memos, agendas, meeting materials). Demonstrated ability to handle confidential communications and stakeholder diplomacy. Demonstrated ability to manage events with extensive attention to detail. Demonstrated ability to work independently with minimal direct supervision. Demonstrated ability to work on a variety of projects or tasks simultaneously. Experience Requirements Considerable experience in an administrative support role for an executive‑level position. Considerable experience in program/event support and office management. Considerable experience handling advanced calendar architecture and prioritization management. Additional Considerations Considerable years of experience in a high‑level administrative position. Considerable, progressively responsible experience in an administrative support role for an executive‑level position in a college/university setting. Some knowledge of Old Dominion University policies and procedures. Conditions of Employment On‑campus position. Compensation Salary commensurate with education and experience. Criminal Background Check The final candidate is required to complete a criminal history check. Equity Statement It is the policy of Old Dominion University to provide equal employment, educational, and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation, or genetic information. Individuals from minoritized communities, women, veterans, and individuals with disabilities are encouraged to apply. Reasonable Accommodation Request If you are an individual with a disability and require reasonable accommodation, please contact the Division of Talent Management and Culture at View phone number on click.appcast.io. Alternative Hiring Process In support of the Commonwealth’s commitment to inclusion, we encourage individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process. Applicants should provide their AHP Letter (formerly a Certificate of Disability) from the Department for Aging & Rehabilitative Services (DARS) or the Department for the Blind & Vision Impaired (DBVI). Service‑Connected Veterans may also apply via the AHP if they provide an AHP Letter. To request an AHP Letter, use this link: or call DARS at View phone number on click.appcast.io, or DBVI at View phone number on click.appcast.io. Pay Transparency Nondiscrimination Provision The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to compensation information as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. #J-18808-Ljbffr