Title: Human Resources Administrative Assistant
State Role Title: Admin and Office Spec II
Hiring Range: Pay Band 2
Pay Band: 2
Agency: Virginia Military Institute
Location: VMI HUMAN RESOURCES OFFICE
Agency Website: www.vmi.edu
Recruitment Type: General Public - G
Job Duties
Virginia Military Institute is excited to announce that we are accepting applications for Administrative Assistant in the Human Resources office. This position will be the first person to greet all visitors. We are looking for the candidate that is pleasant and friendly, working efficiently and accurately, solving problems and doing what is necessary to ensure a pleasant experience in the Human Resource Office. This position will help assist the HR Analyst.
Core Responsibilities:
• Serve as the Administrative Assistant to the Director of Human Resources
• Responsible for answering phones, greeting visitors and forwarding them to the proper person
• Review emails in the Human Resources mailbox and disseminate them to the proper person in the office. This includes Freedom of Information Act requests, Loan Forgiveness, and employment verification
• Maintain and update both physical and digital filing systems and databases including active, inactive, HIPPA and all personnel Files
• Complete paperwork for all new employees (full time, part time, cadets) to include entering all data in our Colleague system their information and into E-Verify to make sure eligible to work in the US. Also, make all packets for fulltime Classified and A/P employees.
• Process all paperwork for immigration orders for our non-resident employees
Minimum Qualifications
• Experience in a high-place office environment
• Excellent communications skills (oral, written, and listening
• The candidate must be able to multitask and be proficient in computer use, particularly with Microsoft Word and Excel.
• They should also demonstrate the ability to learn new software programs. Professional phone and email etiquette are essential.
• Additionally, the candidate must have a willingness to learn and cross-train in various tasks.
Additional Considerations
• Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace) and office hardware.
• Strong multi-tasking and time-management abilities.
• A welcoming demeanor, patience, and a problem-solving mindset
• Should have intermediate proficiency in PowerPoint and Canva. Additionally, possess knowledge of HIPAA regulations, immigration laws, and E-Verify.
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: Human Resources
Phone: 540-464-7322
Email: hroffice@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.
