Senior Administrative Assistant (00611A)

ODU Human Resources   Norfolk, VA   Full-time     Administration / Clerical
Posted on January 22, 2023
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This position will serve as the office manager for University Communications and provides executive-level support to the Assistant Vice President for Public Relations and Assistant Vice President for Marketing by reviewing, prioritizing, and expediting daily workflow, broad management functions required by the AVPs, greeting visitors, assisting the Office of University Communications, and supporting customers and staff as needed. The position manages assigned projects and programs, including serving as a liaison with Human Resources as it fully supports the office’s staff recruitment initiatives. Coordinate and organize special events, including hosting VIPs, members of the media and external vendors. Responsible for coordinating purchasing, payroll, budgets, record keeping and fiscal activities. 
 
Required Qualifications:
 
Working knowledge of modern office practices and procedures.  Working knowledge of effective customer service and solution-oriented techniques.  Working knowledge of fiscal management, budgetary policies, practices and procedures.  Strong interpersonal, oral and written communication skills.  Proficient skill in drafting and preparing correspondence, reports, spreadsheets, agendas, memorandums and minutes.  Proficient skill in coordinating and planning executive-level administrative support activities.  Proficient skill in coordinating meetings, schedules and travel arrangements.  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.
 
Extensive experience using Microsoft Office Suite software and database applications. Considerable experience as an administrative assistant supporting a mid- to high-level administrator.  Considerable experience in office management.  Considerable experience monitoring and reconciling budgets and accounts payable.  Basic experience performing a variety of budgetary functions to include processing forms, proofing reports and resolving discrepancies. 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.  Some supervisory experience.
 
 Preferred Qualifications:
 
Considerable experience working in a college or university setting.  Considerable knowledge of Old Dominion University policies and procedures.  Some experience with Banner System or CRM. Bachelor’s degree in business administration or related field; or equivalent combination of training and experience. 
 
Conditions of Employment:
 
This “designated personnel” position is essential to the University operations during emergencies. Employees occupying designated personnel positions are required to work at the request of their supervisor outside of regular business hours, including authorized University closings.

Working hours are 8 a.m. to 5 pm. Monday through Friday.
  
To review the full position requirements and submit an application, please visit https://jobs.odu.edu/postings/17872 and follow the online instructions.  Old Dominion University is an equal opportunity, affirmative action institution.