NSU00264 - Administrative Assistant & Office Manager

Virginia Information Technologies Agency • Norfolk, VA

12d • Onsite

About The Position

The Administrative Assistant III / Office Manager reports directly to the Dean for Students and serves as the principal administrative and operational support professional for the Office of the Dean of Students. This position ensures the efficient day-to-day management of office operations, supports high-level administrative functions, and serves as a central point of coordination for student-facing services, institutional communication, and Dean for Students initiatives. The role requires a high degree of discretion, professionalism, and organizational acumen, particularly in managing sensitive student information, coordinating complex schedules, and supporting processes related to student conduct, crisis response, and university compliance protocols. The position directly contributes to the effectiveness, responsiveness, and integrity of the Dean of Students Office.

Requirements

• Advanced proficiency in office management, scheduling, and executive support
• Strong working knowledge of FERPA and ability to manage sensitive information with discretion
• Exceptional written and verbal communication skills with the ability to engage diverse stakeholders professionally
• Ability to manage multiple priorities, deadlines, and high-volume workflows with accuracy
• Demonstrated ability to provide high-level service in a student-centered environment
• Ability to assess situations, exercise sound judgment, and escalate issues appropriately
• Competence in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and database/case management systems
• Ability to occasionally work during weekends or evenings for work-related duties.
• Knowledge of higher education administrative processes, particularly within Student Affairs
• Familiarity with student conduct processes, crisis response protocols, and institutional policy frameworks
• Ability to coordinate logistics for meetings, hearings, and programs.
• Strong data management and reporting skills.
• Ability to maintain professionalism in high-stress or sensitive situations.
• Ability to adapt to evolving institutional priorities and regulatory requirements.
• Commitment to Student Success.
• Bachelor’s degree in Business Administration, Higher Education Administration, or related field.
• Minimum of 3–5 years of progressively responsible administrative or office management experience.
• Experience supporting senior leadership or executive-level administrators.
• Demonstrated experience handling confidential or sensitive information.

Nice To Haves

• Master’s degree in Business Administration, Higher Education Administration, or related field
• Experience in a college or university setting, preferably within Student Affairs or a Dean of Students Office.
• Experience with budget management and/or state procurement processes.
• Strong interpersonal skills with the ability to navigate complex campus dynamics.
• High level of professionalism, discretion, and emotional intelligence.

Responsibilities

• Manage daily administrative operations of the Dean of Students Office, including workflow coordination and front office management.
• Provide executive-level administrative support to the Dean of Students (calendar management, correspondence, briefing materials).
• Serve as the primary point of contact for students, faculty, staff, parents, and external stakeholders.
• Prepare, review, and distribute official communications, reports, and documentation
• Support data tracking, and reports.
• Assist in implementing initiatives, programs, and strategic priorities.
• Manage office budget tracking, purchasing, reconciliation, and Procurement processes.
• Supervise student workers and/or front desk operations, as applicable.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level