Executive Administrative Assistant to the AVP

Student Success and Engagement is the catalyst for student development by engaging students in transformative, holistic learning experiences that support their discovery and achievement of personal and academic excellence. Through these experiences, students will develop the knowledge and skills necessary to succeed personally and professionally, and to embrace their role as leaders and contributing members of the University and civic communities.  

Duties and Responsibilities include: 

Ensuring effective functioning of the Associate Vice President for Student Success and Engagement Office with the management and coordinating of administrative processes. Providing executive-level confidential and detail-oriented administrative support to the AVP. Independently analyzing, prioritizing, and expediting daily issues, correspondence and assignments received in the AVP Office. Acting as a liaison between the AVP and department management, administrative support staff, internal and external constituents from state and local governments, and retail vendors and/or establishments to facilitate effective communication and exchange of information. 

 Coordinating responses of communication from the AVP Office via Microsoft Office Suite, Cisco VoIP and Jabber phone systems; coordinating meetings on behalf of the AVP, planning of travel arrangements for administration, staff, and for students when applicable; maintaining staff assignments and reports; development of tracking systems to manage follow-up related to actions and ensure due dates are met. Taking and transcription of AVP meeting minutes to include bi monthly Academic and Student Affairs committee board meetings when necessary. 

Screening, taking messages, and directing phone calls received on AVP direct and office main line. Directing students, parents, and internal and external campus visitors to appropriate departments, as necessary. Provide administrative knowledge to develop office standards; conduct research on varied topics, and provide summaries of research results, maintaining technical and budgeting data reports. Independently managing and monitoring of budgets/indexes associated with the AVP office; monitoring of those indexes associated with direct reports of the AVP for balances, accurate encumbrances, and the releasing of encumbered funds when necessary. Researching and rectifying outstanding encumbrances with the indexes associated with the department of Student Success and Engagement/ 

Manage the electronic logistics of travel authorization and leave activity forms from direct reports, student trip forms, human resource forms, and other miscellaneous forms requiring the Associate Vice President’s signature. Procurement of goods and services through the Commonwealth of Virginia eVA requisition system. Maintaining and reconciliation monthly of an assigned Commonwealth of Virginia small purchase credit card. Maintaining the AVP electronic departmental files and organizational systems. Work with department management/leads, and support staff to address and resolve customer service concerns and complaints. 

Required qualifications include:  

Demonstrated knowledge of and considerable experience with Executive office/administrative practices and procedures with a higher education student body is required.  Considerable skill in the use of Microsoft Office Suites (Word, Excel, PowerPoint, and Outlook) is required.  Must have ability to formulate and analyze data collected from research using COV systems for Payline and Kronos along with the internal system, Banner. Demonstrated ability to interpret policies and procedures for FERPA and HIPAA; Excellent interpersonal, oral and written communication skills are required.  Demonstrated ability to work collaboratively and effectively in a team-oriented environment with a diverse population is required.  Demonstrated experience using eVA Procurement System, Ellucian, Acrobat Adobe or equivalent systems.  Experience in state government or higher education. Bachelor’s Degree in Business, Management or equivalent training, education and/or experience. 

Preferred Qualifications: 

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.    


Position Number

Working Title
Executive Administrative Assistant

Pay Band

Salary Range
not to exceed $50,000

Date Posted