Administrative Assistant

Job Details

Posting Details

Working Title
Administrative Assistant

Position Number
00260A

Department
STUDENT AND CAMPUS LIFE

Location
Norfolk, VA

Type of Position
Classified

Type of Job
Full Time

EEO Category
F Administrative Support (Clerical & Sales)

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.

Knowledge, skills and abilities

• 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. 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.
• 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.

Special licenses, registration or certification
None

Education or training
None

Level and type of experience
Basic experience providing administrative support in a professional business, higher education, government, or military environment, including experience with database management and data tracking systems.

Additional Considerations (supplemental knowledge, skills, abilities, education, experience, licensure, certification)

• Preferred candidates will have administrative support experience in a higher education, government, or military environment.
• Considerable experience managing budgets, reconciling expenditures, and maintaining financial ledgers is strongly desired.
• Working knowledge of university procurement policies and state purchasing procedures is preferred.
• Considerable experience using database management systems to track, summarize, and report student or organizational data is highly valued, along with advanced proficiency in Microsoft Office Suite, particularly Teams and Excel for data tracking, reporting, and continuity.
• Some experience coordinating events, ceremonies, or formal programs requiring attention to detail and protocol is beneficial. Familiarity with military structure, rank, customs, and administrative processes is preferred.
• Some experience working in a regulated or compliance-driven environment requiring accuracy, confidentiality, and attention to detail is advantageous.
• Academic advising support experience in a higher education setting and familiarity with student recruitment and retention processes are desirable.
• Basic experience interpreting and applying university, state, and federal policies and procedures is preferred.
• Prior experience with university information systems such as MS Teams, Banner, DegreeWorks, Salesforce, or similar platforms is highly desirable.
• Basic supervisory or oversight experience of student workers is beneficial.

Conditions of Employment
This position is designated as sensitive. A fingerprint-based criminal history check will be required of the final candidate.

Annual Salary/Hourly Rate
Salary commensurate with education and experience

Posting Detail Information

Job Requisition Number
S03282

Job Open To
General Public

Open Date
04/27/2026

Close Date
05/08/2026

Open Until Filled
No

Special Instructions Summary
Please upload a resume.

Criminal Background Check
The final candidate is required to complete a criminal history check.