Senior Administrative Assistant

Position Number: 00611A

Department: UNIVERSITY MARKETING

Job Description

Reporting to the Vice President and Chief Marketing Officer for the Division of University Communications at Old Dominion University, this position will serve as the office manager and budget unit director for University Communications and provide executive-level support to the Vice President of University Communications and Chief Marketing Officer. This position holder will review, prioritize, and expedite daily workflow for the office, supply broad management functions required by the Assistant Vice Presidents, greeting visitors, assisting the Office of University Communications, and supporting customers and staff as needed. The position holder manages the Vice President’s schedule and coordinates and organizes special events, including hosting VIPs, members of the media and external vendors. The position holder is responsible for coordinating purchasing, record keeping and fiscal activities of the office including participating in budgetary planning.

Knowledge, skills and abilities

• Working knowledge of modern office practices and procedures including Microsoft software.
• Working knowledge of effective customer service and solution-oriented techniques.
• Proficient skill in coordinating and planning executive-level administrative support activities.
• Proficient skill in coordinating meetings, schedules and travel arrangements.
• Working knowledge of fiscal management, budgetary policies, practices and procedures.
• Experience managing a budget and tracking expenditures.
• Strong interpersonal, oral and written communication skills.
• Proficient skill in drafting and preparing correspondence, reports, spreadsheets, agendas, memorandums and minutes.
• Demonstrated ability to exercise sound critical thinking, independent decision-making and problem-solving capabilities.
• Demonstrated ability to independently initiate and carry out projects.
• Demonstrated ability to promote efficient workflow.
• Demonstrated ability to interpret policies and procedures.
• Demonstrated ability to use discretion and maintain confidentiality.
• Demonstrated ability to prioritize and manage multiple projects simultaneously while producing quality work.
• Demonstrated ability to communicate effectively with professional and para-professional staff, University officials, external agencies and a variety of individuals who may seek the assistance of the units.

Special licenses, registration or certification

None

Education or training

None

Level and type of experience

Considerable experience as an administrative assistant supporting a high-level administrator. Considerable experience in office management. Extensive experience using Microsoft Office Suite software and database applications. Some experience performing and/or overseeing special projects or assignments that are highly sensitive or complex in nature, requiring a high level of independence and initiative in execution and implementation. Basic experience performing a variety of budgetary functions including monitoring and reconciling budgets and accounts payable, processing forms, proofing reports and resolving discrepancies.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

Considerable knowledge of Old Dominion University policies and procedures. Considerable experience working in a college or university setting. Some experience with Banner System or CRM. Considerable experience as an administrative assistant experience in a complex, hierarchical organization preferred. Some experience with state bidding process for production according to the procedures and policies established by the Office of Procurement preferred. Ellucian Banner experience preferred.

Conditions of Employment

n/a

Annual Salary/Hourly Rate: Salary is commensurate with education and experience and begins at $ – 52,000

Job Requisition Number: S03054

Alternative Hiring Process

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth’s Alternative Hiring Process.

To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.

To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.