Title: Office Manager

State Role Title: General Administration Supervisor I

Hiring Range: $57,460

Pay Band: 4

Agency: Norfolk State University

Location: Norfolk State University

Agency Website: www.nsu.edu

Recruitment Type: General Public - G

Job Duties

• The Office Manager for the Department of Computer Science plays a crucial role in providing comprehensive administrative support, ensuring the smooth operation of office functions. This full-time, face-to-face, wage position also involves virtual meetings as needed. Successful candidates will exemplify a commitment to service within a fair, equitable, and high-quality learning and working environment.
  Job Duties:
• Provide support to the Department Chair in general office management, maintaining records, and coordinating activities within the department per approved administrative policies and procedures. 
• Support the Graduate Program Coordinators to meet relevant deadlines for university, graduate school, and department-required paperwork, including stipends and scholarships. 
• Provide administrative project management support, including financial oversight, to the
  department’s grant leaders (up to 20% of the time).
• Provide general office management support such as maintaining records and information
  flow per approved policies and procedures while ensuring compliance with statutory
  requirements. 
• Receive and distribute incoming documents to appropriate personnel, organize and maintain departmental files, and oversee the storage and destruction of files. 
• Proactively and collaboratively match customers with the resources needed for innovative,
  efficient, and cost-effective solutions.
• Supervise administrative department staff, address, and document performance issues,
  and assist staff in acquiring the necessary knowledge and skills to grow into higher levels of responsibility.
• Communicate tasks to supervised staff and provide appropriate, constructive feedback.
  Minimum Qualifications

• Strong administrative, organizational, and verbal and written communication skills, and a proven ability to multi-task in a fast-paced environment with varied deadlines.
• Proficiency in office productivity software (Microsoft Office suite), desktop publishing
  (Adobe), and communications software (Zoom or Microsoft Teams).
• Skilled in using general office equipment.
• Financial literacy, including planning, budgeting, requisitions, vouchers, reimbursements,
  procurement, and problem analysis/resolution, with considerable experience in budget
  reconciliation. 
• Considerable experience interacting with diverse groups, including students, faculty, staff, university business office partners (e.g., sponsored programs, human resources, registrar), and the public. 
• Ability to interpret and follow relevant policies and procedures at the university, school, and department level, including federal rules and regulations concerning Title III and the Office of Civil Rights.
• Ability to establish priorities, take initiative, and work independently and collaboratively.
• Highest standards for personal and professional conduct.

Additional Considerations

• Bachelor's degree with coursework in business administration, finance, or accounting.
• Previous experience in a university or similar working and learning environment emphasizing diversity, equity, and inclusion.
• Familiarity with student application and registration platforms (Colleague, Slate, Student Planning Tool), content management platforms for websites and catalogs (Kentico, Courseleaf), and eLearning platforms (Blackboard).

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.

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Commonwealth of Virginia's Job Board/Recruitment Management System (RMS). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or resumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.
Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include: criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to university employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

EEO Statement

NSU is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities and veterans to apply.

Contact Information

Name: Norfolk State University

Phone: 757-823-8160

Email: Emailed material not accepted

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 Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.