00617 - Executive Assistant/Office Manager

State of Virginia • Norfolk, VA

358d

About The Position

The Executive Assistant/Office Manager oversees the day-to-day responsibilities for coordinating administrative processes and providing executive-level, confidential, and detail-oriented administrative support to the Dean of the School of Social Work, faculty, university officials, students, and the public; to include travel, electronic communication, information technology (IT) and traditional correspondence. This position will support the Dean of the School of Social Work in scheduling, approving documents, spearheading projects, and supporting the School of Social Work's strategic initiatives. The Office Manager/Administrative Assistant will also serve faculty, including the Directors of Field Education in the School of Social Work. This position will report directly to the Dean of the School of Social Work. Duties include but are not limited to providing administrative knowledge to develop successful office standards and will be responsible for screening and directing phone calls and visitors. Maintains the Dean's calendar including scheduling and coordinating leadership team meetings. Prepares, processes and tracks payroll forms, onboarding paperwork, invoices, affiliation agreements, and other forms. Will assist with School of Social Work functions internally and externally; record minutes/document departmental, program, and advisory board meetings. The candidate shall provide IT support and consultation to the office. The candidate will also deliver positive experiences for students, alumni and friends. The individual must regularly lift and/or carry up to 20 pounds and occasionally lift and/or move up to 30 pounds. Supervises and trains work-study students as needed. Provides back up to other support staff.

Requirements

• Bachelor's degree preferred.
• At least three years of related experience in administrative operations preferred.
• Strong time management, organizational, and attention to detail skills.
• Demonstrated ability to take initiative and plan, organize, coordinate, and perform work in various situations.
• Proficient with Google and MS Office, including Excel.
• Experience with virtual meeting platforms such as Zoom and Microsoft Teams.
• Excellent oral and written communication skills.
• Experience with managing budgets, grants, and contracts.
• Experience with information technology (IT) inventory, support, and consultation.
• Experience developing and maintaining website and social media content.

Nice To Haves

• Minimum three years' experience working in Higher Education.
• Master's degree in any field.

Responsibilities

• Provide executive-level, confidential, and detail-oriented administrative support to the Dean of the School of Social Work.
• Coordinate administrative processes and oversee day-to-day responsibilities.
• Maintain the Dean's calendar and schedule leadership team meetings.
• Prepare, process, and track payroll forms, onboarding paperwork, invoices, and affiliation agreements.
• Record minutes and document departmental, program, and advisory board meetings.
• Provide IT support and consultation to the office.
• Deliver positive experiences for students, alumni, and friends.
• Supervise and train work-study students as needed.

What This Job Offers

• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Bachelor's degree
• Number of Employees: 5,001-10,000 employees