Administrative Assistant for Academic Affairs

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Posting Details

Posting Details Working Title Administrative Assistant for Academic Affairs Position Number 00914A Department VP ACAD AFF Location Norfolk, VA Type of Position Classified Type of Job Full Time EEO Category F Administrative Support (Clerical & Sales) Using strict confidentiality, maintain the calendars for the Provost and the Associate Vice Provosts for Academic Affairs & Administration's calendars, scheduling appointments, reserved parking and soliciting background documents for meetings and events. Welcome the Academic Affairs' visitors, including the University President, Vice Presidents, Deans, and foreign delegations; and, effectively answer inquiries from the University community, students, parents and the general public who contact the Office of the Provost's main telephone line. Provide administrative support and event planning to the Provost's front office by preparing correspondence, maintaining the AVP's' office records (paper and electronic), including signed documents and materials from the AVP's recurring and ongoing meetings. This position also provides coverage and back-up support to the Executive Assistant to the Provost & Vice President for Academic Affairs. Type of Recruitment Knowledge, skills and abilities Considerable knowledge of PC-based software to include Microsoft Office products.Advanced proficiency in Outlook calendar management, scheduling meetings and resolving schedule conflicts involving multiple executives.Ability to follow the protocols and standards of professionalism in a senior executive office, demonstrate discretion and utmost confidentiality, and work cooperatively as a team member.Basic knowledge of event planning, including preparation of invitations, catering plans, and detailed event execution.Working knowledge of effective customer service and problem resolution techniques.Basic knowledge of standard office procedures.Demonstrated data entry skills.Demonstrated effective oral and written communications skills.Strong teamwork, oral and written communication, interpersonal and conflict resolution skills. Demonstrated ability to accurately proofread documents.Demonstrated ability to maintain electronic and paper filing systems.Demonstrated ability to complete tasks with or without close supervision. Special licenses, registration or certification None Education or training None Level and type of experience Some experience supporting a senior executive.Some experience using Microsoft Office products, particularly Outlook, Word, Excel and PowerPoint for the schedule, documents, spreadsheets and presentations of a senior executive.Some experience in event planning for formal events involving 100 people or more.Some experience working in an administrative office including maintaining files (electronic and paper). Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification) Considerable experience supporting a senior executive.Considerable expertise and experience in using Microsoft Office products, particularly Outlook, Word, Excel and PowerPoint for the schedule, documents, spreadsheets and presentations of a senior executive.Some Banner experience helpful, but not essential.Associate's Degree is preferred. Conditions of Employment This is an open until filled recruitment. This recruitment may close after the five-day required posting period when a suitable pool of applicants has been generated. Annual Salary/Hourly Rate Salary commensurate with education and experience Posting Detail Information Job Requisition Number S02453 Job Open To General Public Open Date 10/23/2025 Close Date 01/19/2024 Open Until Filled No Special Instructions Summary A complete application will constitute a resume and cover letter, any incomplete applications will not be considered. Criminal Background Check The final candidate is required to complete a criminal history check. College Home Page Department Home Page 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 Office of Institutional Equity & Diversity at View phone number on us.fitly.work. Alternative Hiring Process 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 Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: , or call DARS at View phone number on us.fitly.work. 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 the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, 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 © consistent with contractor's legal duty to furnish information.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Cover Letter/Letter of Application

• Resume

Optional Documents

• Yellow Layoff Form

• Blue Layoff Card

• Certificate of Disability Letter