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Administrative & Office Specialist II

DUTIES AND RESPONSIBILITIES:

Serves as Administrative Assistant to the Assistant Vice President of Enrollment Management.  Organize and manage day-to-day activities of the Office of Enrollment Management to assure efficient and effective office operations and relieve the AVP of detailed administrative procedures. Responds to inquiries from potential students, parents, counselors and other customers. Greet office visitors and answer telephone calls, screen and direct calls and visitors to appropriate personnel. Schedule meetings, conferences, appointments and travel accommodations for AVP of Enrollment Management.  Order, issue and maintain department supplies, forms and equipment.  Maintain and verify current budget information; monitor expenditures and assist in budget preparation as required. Researches information and collects data to determine items for purchase. Orders and maintains inventory of supplies for the office.   Maintains office files.  Prepares, drafts, format or edits letters, reports and brochures.  The position also serves as the building manager responsible for maintaining two buildings with assistance from the university’s facilities department.  Assist with updating the Office of Enrollment Management website.  The position also serves as the Building Manager. 

REQUIRED QUALIFICATIONS:

Considerable knowledge of and experience with office/administrative practices and procedures, to include keyboarding, automated office equipment, filing systems (manage automated and manual filing systems), and, use of proper grammar, spelling and punctuations.  Knowledge of budget operations.  Demonstrated ability to analyze data; conduct research; formulate recommendations; and produce final reports. Candidate must be able to work independently and with others; to communicate effectively, orally and in writing; and, to perform routine quantitative and narrative reporting.  Demonstrated ability to manage a busy office providing administrative services to customers; to interpret an apply policies and procedures; and, to draft procedures.  Experience in administrative support duties, fiscal processes, workflow analysis, and project management.  Demonstrated skill in the use of Microsoft Office (Word, Excel, PowerPoint, and Outlook), working knowledge of databases, preferably, Banner and eVA, and some experience in website management and social media.   Must have excellent telephone, and interpersonal skills and the ability to handle multiple projects.  High school graduate with college course work in computer software and office management or equivalent combination of education, training, and experience.  Positon will have some light lifting.  Experience providing administrative support to an executive is preferred.

HOW TO APPLY:

Virginia State University only accepts applications for classified positions through the on-line state Recruitment Management System (RMS).  Faxed, e-mailed, and mailed applications and/or attachments will not be accepted. Visit https://virginiajobs.peopleadmin.com to complete an online application. 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.  

VIRGINIA STATE UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, PERSONS WITH DISABILITIES, AND VETERANS ARE ENCOURAGED TO APPLY.

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