Administrative Assistant & Office Manager

Administrative Assistant & Office Manager

Title: Administrative Assistant & Office Manager

State Role Title: Admin and Office Spec III

Hiring Range: $50,000

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website:

Recruitment Type: General Public - G

Job Duties

The Administrative Assistant III / Office Manager reports directly to the Dean for Students and serves as the principal administrative and operational support professional for the Office of the Dean of Students. This position ensures the efficient day-to-day management of office operations, supports high-level administrative functions, and serves as a central point of coordination for student-facing services, institutional communication, and Dean for Students initiatives. The role requires a high degree of discretion, professionalism, and organizational acumen, particularly in managing sensitive student information, coordinating complex schedules, and supporting processes related to student conduct, crisis response, and university compliance protocols. The position directly contributes to the effectiveness, responsiveness, and integrity of the Dean of Students Office.

Key Responsibilities:

• Manage daily administrative operations of the Dean of Students Office, including workflow coordination and front office management.
• Provide executive-level administrative support to the Dean of Students (calendar management, correspondence, briefing materials).
• Serve as the primary point of contact for students, faculty, staff, parents, and external stakeholders.
• Prepare, review, and distribute official communications, reports, and documentation.
• Support data tracking, and reports.
• Assist in implementing initiatives, programs, and strategic priorities.
• Manage office budget tracking, purchasing, reconciliation, and Procurement processes.
• Supervise student workers and/or front desk operations, as applicable.

Minimum Qualifications

Knowledge, Skills, and Abilities (KSAs) Core Competencies and Functional Competencies:

• Administrative Excellence: Advanced proficiency in office management, scheduling, and executive support
• Confidentiality & Compliance: Strong working knowledge of FERPA and ability to manage sensitive information with discretion
• Communication: Exceptional written and verbal communication skills with the ability to engage diverse stakeholders professionally
• Organizational Agility: Ability to manage multiple priorities, deadlines, and high-volume workflows with accuracy
• Customer Service Orientation: Demonstrated ability to provide high-level service in a student-centered environment
• Problem Solving & Judgment: Ability to assess situations, exercise sound judgment, and escalate issues appropriately
• Technical Proficiency: Competence in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database/case management systems
• Ability to occasionally work during weekends or evenings for work-related duties.
• Knowledge of higher education administrative processes, particularly within Student Affairs
• Familiarity with student conduct processes, crisis response protocols, and institutional policy frameworks
• Ability to coordinate logistics for meetings, hearings, and programs.
• Strong data management and reporting skills.
• Ability to maintain professionalism in high-stress or sensitive situations.
• Ability to adapt to evolving institutional priorities and regulatory requirements.
• Commitment to Student Success.

Education, Experience, and Licensure, Certification Minimum Qualifications required for entry into this position:

• Bachelor's degree in Business Administration, Higher Education Administration, or related field.
• Minimum of 35 years of progressively responsible administrative or office management experience.
• Experience supporting senior leadership or executive-level administrators.
• Demonstrated experience handling confidential or sensitive information.

Preferred Qualifications:

• Master's degree in Business Administration, Higher Education Administration, or related field
• Experience in a college or university setting, preferably within Student Affairs or a Dean of Students Office.
• Experience with budget management and/or state procurement processes.
• Strong interpersonal skills with the ability to navigate complex campus dynamics.
• High level of professionalism, discretion, and emotional intelligence.

Special Instructions:

You will be provided a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Application and/or rsum for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or rsums will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or rsum. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resum. RMS provides a confirmation of receipt when your application and/or rsum is submitted successfully. Please refer to "Your Application" in your RMS account to check the status of your application for this position. Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to university employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-Verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship. 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, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities and veterans to apply.

Contact Information:

Name: Jamillah Currence

Phone: View phone number on click.appcast.io

Email: View email address on click.appcast.io

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 AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at View phone number on click.appcast.io.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.

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