Administrative Assistant/Office Manager

DHRM•Chesterfield, VA

7d•$0 - $50,000•Onsite

About The Position

To manage daily front-office operations, provide high-level administrative support to faculty and the Department Chair, and serve as the central hub for student inquiries and academic logistics. This role involves managing general departmental operations, academic and student support services, faculty and research logistics, fiscal and financial administration, and event and communication coordination.

Requirements

Knowledge of office management functions and administrative processes and procedures.
Knowledge of personnel functions, project management, budget, and human resources to ensure compliance with state and federal laws.
Ability to interpret policies and procedures.
Ability to consult/communicate with internal/external University contacts.
Skilled in the use of computer technology including Microsoft Office Suite.
Ability to formulate and analyze policies and procedures.
Ability to make sound decisions independently.
Ability to communicate effectively both orally and in writing.
At least 3 years of administrative office management assistant experience.
Experience in the development and maintenance of budgets.
Attention to accuracy and detail in all aspects of duties and responsibilities.
Demonstrated experience in managing and prioritizing competing demands.

Nice To Haves

Experience working in a Collegiate environment preferred.
Earned degree from an accredited institution of Higher Education.

Responsibilities

Manage daily front-office operations.
Provide high-level administrative support to faculty and the Department Chair.
Serve as the central hub for student inquiries and academic logistics.
Process course overrides, lab section transfers, enrollment forms, and schedule adjustments for students.
Manage major declaration paperwork, degree audit updates, and graduation clearance tracking.
Direct students to faculty advisors, campus resources, and tutoring services; resolve student administrative issues.
Serve as the primary point of contact for the department (handling incoming calls, emails, and front-desk visitors).
Maintain confidential student, personnel, and departmental records, ensuring compliance with institutional policies (e.g., FERPA).
Manage daily office logistics, mail distribution, inventory, office equipment, and facility work orders.
Process purchase requisitions, lab supply orders, vendor forms, and invoice payments.
Track operating budget expenditures, reconcile monthly accounts, and monitor grant/foundation funds.
Coordinate student employment paperwork, grant-funded stipends, and faculty travel reimbursements.
Assist full-time and adjunct faculty with syllabus collection, office setup, classroom/lab space scheduling, and recruitment/onboarding paperwork.
Coordinate committee documentation, meeting agendas, and departmental records.
Organize logistics for biology seminars, guest lectures, student research symposiums, and faculty meetings.
Maintain departmental announcements, website content, and internal distribution lists.