Title: Administrative Assistant - Auxiliary Services
State Role Title: Admin and Office Spec III
Hiring Range: Based on qualifications & experience
Pay Band: 3
Agency: Virginia Military Institute
Location: VMI HUMAN RESOURCES OFFICE
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:
• Manages and tracks 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.
• Coordinates 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.
• Purchasing 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, manage employee recognition programs, coordinate Auxiliary Services staff tours.
• Receptionist Duties- Answer phone/greet visitors courteously. Answer all questions or refer to another office.
Minimum Qualifications
• Extensive experience in organizing data and 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: Lee Clark
Phone: 540-464-7094
Email: clarkhl@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.
The Commonwealth of Virginia is located in the South Atlantic region of the United States. It was the 10th state to be admitted to the Union on June 25, 1788. Home to approximately 8 million residents, Virginia is the 12th most populous state in the United States. The capital is Richmond, and its most populous city is Virginia Beach.
The narrative history of the Commonwealth of Virginia often begins with the founding of Jamestown in 1607, near what is now modern day Williamsburg, Virginia. Jamestown became the first permanent English settlement in the New World, and the Virginia General Assembly, established on July 30, 1619, is now recognized as the oldest legislative body in the western hemisphere. When Virginia became a royal colony in 1624, the robust tobacco trade that had been developing in Virginia helped establish the American colonies as a powerful economic force. During the American Revolution, Virginia witnessed the final surrender of British forces at Yorktown and later became known as the birthplace of many revolution-era figures and future American presidents, including George Washington and Thomas Jefferson. To date, 8 United States presidents have been born in Virginia, more than in any other state.
The modern government of Virginia is nearly identical in structure to the federal government, and is divided into 3 branches, these being the executive, legislative, and judiciary branches. The Virginia General Assembly is comprised of the 100-member House of Delegates and the 40-member Senate. A governor and lieutenant governor are elected every 4 years. Governors cannot be elected to or serve consecutive terms. Virginia’s judicial system consists of the Supreme Court of Virginia and the Court of Appeals of Virginia, the Circuit Courts, and the lower General District Courts and the Juvenile and Domestic Relations District Courts. Virginia has 13 electoral votes in presidential elections, and possesses 11 seats in the U.S. House of Representatives.
