Executive Administrative Assistant, College of Education and Human Development

Executive Administrative Assistant, College of Education and Human Development

The Executive Administrative Assistant provides high level operational, financial, and administrative leadership for the College of Education and Human Development (CEHD). Serving as the primary administrative officer for the Office of the Dean, this position represents the College to internal and external stakeholders, including university leadership, faculty, staff, students, parents, alumni, and community partners. This role manages day to day budget operations under the direction of the Dean, oversees personnel documentation workflows, and serves as a compliance checkpoint for grant related documentation and records management in accordance with university, state, and sponsor requirements. The Executive Administrative Assistant coordinates complex and confidential administrative functions, manages the Dean's schedule and travel, supports strategic initiatives and events, and ensures smooth daily operations within the Dean's Office. Acting as the lead administrative authority for the College, the Executive Administrative Assistant ensures that all departmental financial and personnel submissions are accurate, complete, and compliant prior to routing for the Dean's approval and submission to executive offices. The role requires exceptional judgment, professionalism, discretion, and the ability to operate independently in a fast paced environment.

Summary of Key Responsibilities

• Manage budget operations under the direction of the Dean, including monitoring, reconciling, preparing transfers, and reviewing financial submissions for accuracy and compliance.
• Serve as purchasing agent and primary approver for eVA and Banner procurement processes, ensuring adherence to university and state requirements.
• Monitor and verify grant related documentation for compliance with university, state, and sponsor guidelines; maintain organized grant records and ensure timely routing and approvals.
• Coordinate budgetary and personnel documentation workflows across departments, ensuring accuracy, completeness, and compliance prior to Dean and executive level signatures.
• Maintain personnel files and manage personnel processes in accordance with university and state policies, ensuring secure, organized recordkeeping.
• Provide executive level administrative support to the Dean, including managing communications, scheduling, and confidential documentation.
• Serve as the primary liaison for internal and external stakeholders interacting with the Office of the Dean.
• Lead coordination of special events sponsored by the Dean or College, ensuring all logistical and administrative components are executed effectively.
• Manage daily operations of the Dean's Office, including workflow oversight, communications management, recordkeeping, and problem solving.
• Facilitate communications for college wide events, initiatives, and routine administrative processes.

Required Qualifications

• Demonstrated experience managing budgets, financial operations, or fiscal workflows in a complex organization.
• Knowledge of basic accounting principles and experience reconciling financial transactions.
• Experience interpreting and applying administrative, fiscal, or compliance related policies and procedures.
• Experience providing executive level administrative support in a fast paced environment.
• Exceptional organizational skills with the ability to prioritize, manage multiple deadlines, and make informed independent decisions.
• Strong attention to detail, accuracy, and timeliness in financial and administrative work.
• Proven ability to handle confidential information with integrity and professionalism.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems quickly.
• Excellent written and verbal communication skills, including editing and document preparation.
• Ability to work effectively with diverse individuals and groups at all organizational levels.
• Demonstrated professionalism, diplomacy, and strong interpersonal skills.

Preferred Qualifications

• Experience with university systems such as eVA, Self Service Banner, Internet Native Banner, Cognos, and PageUp.
• Executive level administrative experience in a higher education environment, preferably within an academic college or similar unit.

Special Instructions to Applicants

Please submit a resume and cover letter.

Virginia Department of Human Resource Management