Administrative Assistant/Office Manager

Administrative Assistant/Office Manager

Title: Administrative Assistant/Office Manager

State Role Title: Admin and Office Spec III

Hiring Range: Up to $50,000, Commensurate with Education and Experience

Pay Band: 3

Agency: Virginia State University

Location: Virginia State University

Agency Website: vsu.edu

Recruitment Type: General Public - G

Job Duties

To manage daily front-office operations, provide high-level administrative support to faculty and the Department Chair, and serve as the central hub for student inquiries and academic logistics, including:

• General departmental operations and front-office management

• Academic and student support services

• Faculty and research logistics support

• Fiscal and financial administration

• Event and communication coordination

• Processes course overrides, lab section transfers, enrollment forms, and schedule adjustments for students

• Manages major declaration paperwork, degree audit updates, and graduation clearance tracking

• Directs students to faculty advisors, campus resources, and tutoring services; resolve student administrative issues

• Serves as the primary point of contact for the department (handling incoming calls, emails, and front-desk visitors)

• Maintains confidential student, personnel, and departmental records, ensuring compliance with institutional policies (e.g., FERPA)

• Manages daily office logistics, mail distribution, inventory, office equipment, and facility work orders

• Processes purchase requisitions, lab supply orders, vendor forms, and invoice payments

• Tracks operating budget expenditures, reconciles monthly accounts, and monitors grant/foundation funds

• Coordinates student employment paperwork, grant-funded stipends, and faculty travel reimbursements

• Assists full-time and adjunct faculty with syllabus collection, office setup, classroom/lab space scheduling, and recruitment/onboarding paperwork

• Coordinates committee documentation, meeting agendas, and departmental records

• Organizes logistics for biology seminars, guest lectures, student research symposiums, and faculty meetings

• Maintains departmental announcements, website content, and internal distribution lists

Minimum Qualifications

Possess knowledge of office management functions and administrative processes and procedures, personnel functions, project management, budget, and human resources to ensure compliance with state and federal laws. Possess the ability to interpret policies and procedures, and consult/communicate with internal/external University contacts. Skilled in the use of computer technology including Microsoft Office Suite. Ability to formulate and analyze policies and procedures, make sound decisions independently and communicate effectively both orally and in writing. At least 3 years of administrative office management assistant experience. Experience in the development and maintenance of budgets. Attention to accuracy and detail in all aspects of duties and responsibilities. Demonstrated experience in managing and prioritizing competing demands.

Additional Considerations

Experience working in a Collegiate environment preferred. Earned degree from an accredited institution of Higher Education.

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.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer