00552 - Executive Administrative Coordinator

Title: 00552 - Executive Administrative Coordinator

State Role Title: Admin and Office Spec III

Hiring Range: $40,000 - $50,000

Pay Band: 3

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: WWW.NSU.EDU

Recruitment Type: General Public - G

Job Duties

The Executive Administrative Coordinator will serve as the initial point of contact and provide administrative professional services as an integral part of the day-to-day operations of the Human Resources Office; this includes record keeping and maintenance, maintaining the department’s tracking logs for all incoming and outgoing documents and staffing/recruiting support. This position provides customer service and deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

The Executive Administrative Coordinator will also endeavor to provide services which ensure a fair, equitable and quality working-and learning environments for all employees and members of the University community. To achieve this goal, the Executive Assistant will proactively provide all customers in the university community with superior customer service, innovation, and creativity. As a critical member of the Human Resources team, the Executive Assistant will promote cost-effective services and resources needed to enhance their knowledge, skills and abilities so they may better support the mission of the university.

Minimum Qualifications

- Ability to interpret and follow University guidelines, policies, and procedures.
- Ability to interpret and follow Virginia Department of Human Resources Management federal and state guidelines for policies and procedures.
- Use of various office equipment, such as computers, printers, fax
machines, scanners, etc.
- Must be able to function independently and use appropriate judgment, tact and discretion to
deal with all people with whom Office of Human Resources has business.
- Skills in organizing and prioritizing multiple tasks.
- Working knowledge of standard office practices, including greeting customers and answering multi-line phones.
- Demonstrated knowledge of filing systems, record keeping process and procedures, and organizing files for quick extraction, as needed.
- Demonstrated ability to draft memos, letters, and emails, evaluate documents, and determine the appropriate action required.
- Ability to use Microsoft Office Suite, including Microsoft Word and Excel.
- Demonstrated experience with Human Resources Information Systems or platforms
- Ability to interact well with students, faculty, staff and administrator and the general public.
- Demonstrated ability to communicate effectively, both verbally and in writing.
- Ability to maintain a high degree of sensitivity and exercise discretion of confidential matters.
- Must be able to work under pressure, prioritize workloads, and maintain a consistent level of
professionalism when dealing with competing and demanding deadlines and customers.
- Exhibits resilience and assertiveness in high-pressure situations
- High School Diploma or equivalent, a related field or an equivalent combination of education, training, and professional experience which provides the requisite knowledge, skills, and abilities.

Additional Considerations

- Four-year degree in business, HR, or related field
- Previous experience working in a human resource environment in an office administrative
capacity.
- Previous experience working in 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.

Application and/or résumé 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 résumés 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 résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.

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: Norfolk State University

Phone: 757-823-8160

Email: NO EMAIL MATERIAL ACCEPTED

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 800-552-5019.

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.