Administrative Assistant/Office Manager

Virginia Information Technologies Agency•Chesterfield, VA

8d•$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.

Requirements

Possess knowledge of office management functions and administrative processes and procedures, personnel functions, project management, budget, and human resources to ensure compliance with state and federal laws.
Possess the ability to interpret policies and procedures, and 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, make sound decisions independently and 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

General departmental operations and front-office management
Academic and student support services
Faculty and research logistics support
Fiscal and financial administration
Event and communication coordination
Processes course overrides, lab section transfers, enrollment forms, and schedule adjustments for students
Manages major declaration paperwork, degree audit updates, and graduation clearance tracking
Directs students to faculty advisors, campus resources, and tutoring services; resolve student administrative issues
Serves as the primary point of contact for the department (handling incoming calls, emails, and front-desk visitors).
Maintains confidential student, personnel, and departmental records, ensuring compliance with institutional policies (e.g., FERPA).
Manages daily office logistics, mail distribution, inventory, office equipment, and facility work orders.
Processes purchase requisitions, lab supply orders, vendor forms, and invoice payments
Tracks operating budget expenditures, reconciles monthly accounts, and monitors grant/foundation funds
Coordinates student employment paperwork, grant-funded stipends, and faculty travel reimbursements
Assists full-time and adjunct faculty with syllabus collection, office setup, classroom/lab space scheduling, and recruitment/onboarding paperwork
Coordinates committee documentation, meeting agendas, and departmental records
Organizes logistics for biology seminars, guest lectures, student research symposiums, and faculty meetings
Maintains departmental announcements, website content, and internal distribution lists