Senior Administrative Assistant

Job description


Job Description Summary:

The Senior Administrative Assistant provides complex administrative support to the Senior Associate Dean for Academic Affairs and serves as a liaison for the Dean's Office on the Virginia Science and Technology Campus. This person will be an integral part of the School of Nursing and will be responsible for creating a welcoming environment for students, faculty, staff, and affiliates. Responsibilities include but are not limited to:

EXECUTIVE SUPPORT: Provide staff support for the Senior Associate Dean for Academic Affairs. Advise the Senior Associate Dean of potential and/or actual issues requiring her attention and action. Maintain strict confidentiality on a variety of sensitive issues handled by the Senior Associate Dean. Maintain and update a complex schedule to ensure the Senior Associate Dean for Academic Affairs receives the information needed to be prepared in advance of activities, including the collection of information necessary for meetings, speeches, remarks, scripts, conferences and other scheduled events. Respond to correspondence on behalf of the Senior Associate Dean for Academic Affairs with approval. Coordinate meetings on behalf of the Senior Associate Dean for Academic Affairs for university-wide projects involving both internal and external participants, short and long range planning, and strategic communication. Prepare meeting and presentation materials and distribute copies of materials as may be necessary. Maintain the Senior Associate Dean for Academic Affairs files and records. Staff and take minutes at meetings on behalf of the Senior Associate Dean for Academic Affairs

OFFICE ADMINISTRATION - Maintenance of office equipment in common spaces (i.e. coffee machine, copy machine, water coolers, shredding service, refrigerator purges, etc.). Facilitate mail operations (sort incoming mail, facilitate delivery of outgoing mail, maintain mail supplies, etc.). Order, organize and inventory office and kitchen supplies. Coordinate, manage and disseminate conference room calendars for VSTC. Greet visitors, answer phones and respond to general inquiries. Serves as floor warden for university emergency preparedness initiatives.

DEAN'S OFFICE SUPPORT: Assist with planning and executing Office of the Dean signature events, meetings and initiatives at the VSTC campus. Acts as a liaison between the Office of the Dean and faculty, staff, and students at VSTC and provide administrative assistance to the Dean when she is in residence at VSTC. Facilitates communication between the Office of the Dean and other internal/external stakeholders, as requested. This person must be able to handle all tasks with total and complete confidentiality and will work under the guidance of and report to the Special Assistant to the Dean. The Senior Administrative Assistant may perform some of the duties of the Special Assistant in his/her absence.

Performs other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a high school diploma/GED plus 3 years of relevant professional experience, or, a Bachelor's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

Bachelor's degree preferred. Previous experience providing administrative support or customer service in a higher education setting is highly desirable. Applicants should have a proven track record of effectively managing a high volume of diverse assignments to meet deadlines. Applicants should possess highly effective writing/editing skills and the ability to make sound independent decisions with a high degree of tact, diplomacy and professionalism. Strong computer skills in Microsoft Word, PowerPoint, Excel and Google Calendar. Ability to use software and implement programs to create, accommodate and enhance existing databases, spreadsheets, and tracking systems. The position will be expected to handle a high volume of information and must be able to maintain confidentiality.


Campus Location: Ashburn, Virginia College/School/Department: School of Nursing Family Administration Sub-Family Administrative / Operations Stream Service and Support Level Level 3 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday - Friday Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants: Internal Applicants Only? No Posting Number: S007061 Job Open Date: 03/09/2018 Job Close Date: 03/15/2018 If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).

    Applicant Documents
    Required Documents
    1. Resume
    2. Cover Letter
    Optional Documents

      Documents needed to Apply
      Required Documents
      1. Resume
      2. Cover Letter
      Optional Documents





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        Job No:
        Posted: 3/10/2018
        Application Due: 3/16/2018
        Work Type: