Administrative Assistant Job at Old Dominion University (Norfolk)

Administrative Assistant

Old Dominion University

Location:
United States , Norfolk

Category:
Office Administration

Contract Type:
Employment contract

Salary:

Not provided

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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.

Job Responsibility:

Provide 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
Serve 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
Student processing and advising support
Scholarship and incentive tracking
Commissioning support
Procurement actions in accordance with university and Commonwealth regulations
Maintaining compliance with Army and university administrative requirements

Requirements:

Demonstrated knowledge of customer service and effective problem-resolution techniques
Working knowledge of information systems and PC-based software applications used to prepare correspondence, generate reports, and manage and manipulate data
Strong oral and written communication skills, along with effective time management and organizational abilities
Demonstrated ability to manage university and student organization budgets, maintain accurate financial records, and sustain a historical ledger for tracking and reporting purposes
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
Ability to understand and apply knowledge of military structure, policies, and administrative practices
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
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)
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
Basic experience providing administrative support in a professional business, higher education, government, or military environment, including experience with database management and data tracking systems

Nice to have:

Administrative support experience in a higher education, government, or military environment
Considerable experience managing budgets, reconciling expenditures, and maintaining financial ledgers
Working knowledge of university procurement policies and state purchasing procedures
Considerable experience using database management systems to track, summarize, and report student or organizational data
Advanced proficiency in Microsoft Office Suite, particularly Teams and Excel
Some experience coordinating events, ceremonies, or formal programs
Familiarity with military structure, rank, customs, and administrative processes
Some experience working in a regulated or compliance-driven environment
Academic advising support experience in a higher education setting
Familiarity with student recruitment and retention processes
Basic experience interpreting and applying university, state, and federal policies and procedures
Prior experience with university information systems such as MS Teams, Banner, DegreeWorks, Salesforce, or similar platforms
Basic supervisory or oversight experience of student workers

Additional Information:

Job Posted:
May 04, 2026

Expiration:
May 08, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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