Executive Administrative Assistant

Title: Executive Administrative Assistant

State Role Title: Administrative and Office Specialist III

Hiring Range: Up to $52,123

Pay Band: 3

Agency: Virginia State University

Location: Virginia State University

Agency Website: 

Recruitment Type: State Employee Only - E

Job Duties

Provide direct administrative support to the Dean, including scheduling, travel arrangements, and meeting documentation.

Maintain confidentiality in handling sensitive information.

Manage office operations, including supply coordination and communication with stakeholders.

Oversee financial tracking, budget reconciliation, procurement, and compliance with state and university fiscal policies.

Serve as a liaison with the Office of Sponsored Programs for grant expenditures.

Prepare and maintain department records, personnel transactions, and enrollment data in collaboration with university offices.

Coordinate events, meetings, and special projects, including advisory board meetings and College Honors programs.

Compile enrollment and graduation data.

Minimum Qualifications

Knowledge, Skills, and Abilities and/or Competencies required to successfully perform the work:

Knowledge:

Knowledge of a subject or field, including awareness of current advancements within a discipline taught by the
the various academic disciplines.

Abilities:

• Microsoft Office Suite, Customer Service, Organizational Skills, Bilingual: English & Spanish, Strategic Planning,
Time Management, Social Media Content Strategist, Procurement Specialist for the College and Travel
Logistician for the College.
• Crafting well-structured reports and formal and informal correspondence such as letters and emails.
• Handling the responsibilities of a front desk receptionist, including managing incoming calls and greeting visitors in
person.
• Efficient distribution of mail to faculty and staff as needed.
• Participation in individual, departmental, and general staff meetings.
• Completion of mandated training requirements on civility, sexual harassment, and other university and state mandated subjects.
• Engage effectively with people from a variety of backgrounds.
• Ability to coordinate and plan with other departments and agencies.
• Ability to balance conflicting priorities to manage workflow, ensure the completion of essential projects, and meet
critical deadlines

Skills:

• Proficiency in grammar, punctuation, spelling, office protocols, basic mathematics, typing skills, and the capacity for
clear communication, especially in public-facing roles.
• Competence in using office technology and equipment, including computers, fax machines, and telephones.
• The ability to understand and execute both verbal and written instructions.
• Capable of managing interactions with individuals who are distressed or upset.
• Previous experience in a receptionist or office role is desirable.
• Preference for candidates trained in using eVA (state procurement system) for order placements.
• Experience in preparing travel arrangements and processing reimbursement requests for faculty.

Additional Considerations

Some college credits or an undergraduate degree is preferred

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.

Special Instructions to Applicants:

Virginia State University 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, race, religion, sexual orientation, sex (including pregnancy) or veteran status. VSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.

AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

HOW TO APPLY:

Virginia State University only accepts applications for this position through the on-line state Recruitment Management System (PageUp). Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. The application must be detailed and fully completed. All employment and periods of unemployment (if applicable) must be listed within the application; either on an attached resume, or manually listed in the “Relevant Work History” section. Each application is reviewed for documentation that shows the applicant meets the minimum and preferred qualifications stated in the job announcement. The decision to interview an applicant is based on the information provided on the application, therefore, it is essential to fully complete each section of the application and provide descriptive information. Submitting an incomplete state application, or a state application lacking in detail, may result in your non-selection. This website will provide a confirmation of receipt when the application is submitted for consideration.

Applications will be accepted until the position is filled. Interested persons must attach a cover letter and a current resume/c.v to the online application. Official transcripts will be required at the time of employment.

The selected candidate will be subject to an extensive and complete background check, which may include fingerprinting. The candidate may be required to complete a Statement of Economic Interest as a condition of employment, if applicable.

Commonwealth’s 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: https://www.vadars.org/drs/cpid/PWContact.aspx , or call DARS at 800-552-5019.

Contact Information

Name: Boatemaa Nyarko-Brentuo

Phone: 804-524-5083

Email: bnyarko-brentuo@vsu.edu

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.