Title: Administrative Assistant
Agency: VP STUDENT ENROLLMENT, ENGAGEMENT & SERVICES
Location: Norfolk, VA
FLSA: Non-Exempt
Hiring Range:
Full Time or Part Time: Full Time
Job Description:
The Administrative Assistant provides comprehensive administrative and operational support to the Department Chair and Professor of Military Science (PMS), its cadre and staff, and students of the Old Dominion University Army ROTC program. The position serves as the central administrative liaison between Army ROTC, university offices, alumni, current and prospective students, cross-town partner institutions, and local community partners like high schools and JROTCs. Responsibilities include student processing and advising support, scholarship and incentive tracking, commissioning support, procurement actions in accordance with university and Commonwealth regulations, and maintaining compliance with Army and university administrative requirements.
This position is a state-classified role that functions within a federally governed Army ROTC program and therefore carries specific federal security, access, and compliance requirements in addition to university and Commonwealth policies. Minimum Qualifications:
1. Demonstrated knowledge of customer service and effective problem-resolution techniques.
2. Working knowledge of information systems and PC-based software applications used to prepare correspondence, generate reports, and manage and manipulate data.
3. Strong oral and written communication skills, along with effective time management and organizational abilities.
4. Demonstrated ability to manage university and student organization budgets, maintain accurate financial records, and sustain a historical ledger for tracking and reporting purposes.
5. Demonstrated ability to interpret and apply regulations and policies; work independently and collaboratively within a military-centric team environment; and lead or direct the work of others as required.
6. Ability to understand and apply knowledge of military structure, policies, and administrative practices.
7. Must successfully complete a federal Tier 1 (T1) background investigation and maintain eligibility for a contractor Common Access Card (CAC) to access military information systems and controlled administrative areas. The position requires access to physical spaces where Personally Identifiable Information (PII) and other sensitive information related to the commissioning of military officers is processed and maintained. Verification of citizenship or work status must be confirmed.
8. Must complete and maintain all required annual Army mandatory training, including Acceptable Use Policy, Anti-Terrorism Level I Awareness, Cyber Awareness, Operations Security (OPSEC), Sexual Harassment/Assault Response and Prevention (SHARP), and Threat Awareness and Reporting Program (TARP).
9. Must be willing and able to complete required training and effectively utilize the Cadet Command Information Management System (CCIMM) or future Army systems to manage student records, reporting requirements, and administrative processes.
Additional Considerations: