Administrative Assistant - Auxiliary Services

Title: Administrative Assistant - Auxiliary Services

State Role Title: Admin and Office Spec III

Hiring Range: Based on qualifications & experience

Pay Band: UG

Agency: Virginia Military Institute

Location:Virginia Military Institute

Agency Website:www.vmi.edu

Recruitment Type: General Public - G

Job Duties

The position of Administrative Assistant, Auxiliary Services reports to the Director of Auxiliary Services, providing planning, coordination, management, administrative, and support services for the office.

Auxiliary Services supports and encourages opportunities for professional growth and development.

Job Duties:

• Manage and track an annual combined budget of over $7.6 million (track all expenditures using appropriate methods, balance budget monthly, prepare administrative documents/reports).
• Contract management, planning and negotiations for current and future contracts, develop and maintain relationships with vendors and contractors.
• Pay departmental invoices while adhering to state purchase card regulations and requirements.
• Receive and approve departmental Cater Trax requests; ensure Cater Trax requests are within per diem allowances and meet other Post requirements.
• Inventory control of assigned Institute and other state property, to include requisition of new equipment, and disposition of obsolete or excess equipment and property.
• Coordinate transportation lodging and meals for staff travel; coordinates with hotels, rental car companies, as needed.
• Provide Office Management and Administrative Support. Prepare Travel Authorizations/Reimbursements or other administrative documents as needed, schedule appointments, arrange transportation, among other duties.
• Manage/File Office Documents- File and maintain office documents (financial records, inventory records, purchase requisitions, purchase card documentation) based on records retention schedule and in a neat and orderly fashion.
• Purchase Office Supplies/Equipment- Purchase office supplies and equipment as needed.
• Coordinate and Help Plan Office Events/Programs- Reserve meeting space, work orders to Physical Plant, food orders.
• Receptionist Duties- Answer phone/greet visitors courteously. Answer all questions or refer to another office.

Minimum Qualifications

• Experience in budget administration, including calculating and reconciling budgets.
• Extensive experience in organizing data, establishing and maintaining files in automated and paper formats.
• Demonstrated ability to conduct research, prepare summaries of findings, and develop recommendations.
• Ability to compose and prepare correspondence and complete reports and forms.
• Ability to plan and schedule administrative support for programs and events.
• Considerable experience with Microsoft Office Suite.

Additional Considerations

• Coursework, especially in accounting, business, administration, or equivalent applicable experience or training.
• Experiences with contracts, requisitions, and receiver reports.
• VCA certification, eVA account.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to "Your Application" in your account to check the status of your application for this position.

Contact Information

Name: Tamara Wade

Phone: 540-464-7322

Email: wadete@vmi.edu

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.