Job Description

The Office of Institutional Effectiveness at the Virginia Military Institute is looking for a skilled administrative assistant to join our team. The ideal candidate will have excellent organizational and time-management skills, be proficient in Microsoft Office, and have experience managing calendars and scheduling appointments. In this role, you will be responsible for providing administrative support to our team and ensuring the smooth operation of our office. Due to the involvement of sensitive information, this position is required to maintain a high level of confidentiality and discretion in handling data and reports as well as both internal and external communications. Reporting to the Director for Institutional Effectiveness, this is a full-time, on-site position.

Responsibilities:

• Managing, maintaining, and updating office protocols; managing office supplies; ensuring equipment is operational
• Makes the necessary travel arrangements for the Administrative/Professional (A/P) staff. This involves researching, booking flights, hotels, transportation, and creating detailed itineraries.
• Manage schedules and calendars for all A/P staff, coordinating appointments, meetings, and events.
• Plan and coordinate meetings, conferences, and events. This includes preparing agendas, distributing materials, booking venues, and arranging catering if necessary.
• Handles in-coming calls, emails, and messages, directing them to the appropriate parties or providing information as needed.
• Handles basic financial tasks such as processing invoices, creating paper and electronic purchasing orders, tracking expenses, working with vendors, and maintaining budget spreadsheets.
• Performs data entry and word processing tasks, inputting information accurately into spreadsheets, databases, documents, or other systems. Maintains organized records and assists in generating reports when needed.
• Serve as the initial point of contact for clients, visitors, and vendors. Greet visitors, provide necessary information, and ensure a positive and welcoming experience.
• Administer course evaluations each semester and distribute assessment findings to the individual department heads.
• Create meeting agenda, take notes and minutes, and provide summary of meetings.

Qualifications

• Minimum of 1-3 years of experience in an administrative role or equivalent.
• Demonstrated technical skills with Microsoft Office applications, including Word, Excel, and Outlook.
• Proven proficiency in an administrative assistant role including proficiency in calendaring, budget and record keeping, and event coordination.
• Strong problem solving, organizational, and analytical skills.
• Exceptional interpersonal skills with the ability to collaborate effectively with individuals from varied backgrounds.
• Proven ability to communicate with cultural competence and humility.

Additional Preferred Qualifications

• Experience working in a higher education environment

Candidates can apply at: Administrative Assistant Institutional Effectiveness-Job Application

VMI is an Equal Opportunity Employer does not discriminate against anyone because of race, color, religion, national origin, political affiliation, sex, age, or disability. AmeriCorps, Peace Corps and other national service alumni are also encouraged to apply.

Contact:
Human Resources
hroffice@vmi.edu
540-464-7322

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