Administrative Assistant / Administrative and Office Specialist III

About Longwood University:

A comprehensive university with a strong liberal arts foundation, Longwood has a distinctive mission to develop citizen leaders who are prepared to make positive contributions to the common good of society. Founded in 1839, Longwood is the third-oldest public university in Virginia.

Longwood is part of the proud tradition of higher education in the Commonwealth of Virginia. Roughly one hour's drive from Charlottesville, Lynchburg, and Richmond, Longwood is located in the historic two-college community of Farmville. Longwood currently has approximately 4,600 undergraduate and graduate students and 39,000 alumni. It maintains affiliations with the neighboring Robert Russa Moton Museum of civil rights history and the Longwood Center for Visual Arts, a nationally accredited university art museum. A member of the Big South Conference, Longwood competes at the NCAA Division I level.

Job Description:

Longwood University invites qualified applicants to apply for the position of Administrative Assistant / Administrative Office Specialist III (000149), who will serve the Department of History, Political Science, and Philosophy and the Department of Psychology, both located in the Rotunda building. This position will also provide secondary support to the budget office in Academic Affairs, particularly during the summer.

Core Responsibilities:

• Create and maintain a positive and efficient office environment
• Receive and address inquiries from various stakeholders, including students, faculty, staff from across the University, and members of the public
• Manage and track department budgets, in collaboration with the department chairs, and in coordination with the Dean's office and Academic Affairs
• Assist department chairs and program coordinators in course and classroom scheduling
• Assist department chairs with maintenance of work calendar and department calendar
• Assist with meetings and event planning for departments to include room scheduling, catering, materials needed, etc.
• Complete all compensation forms for full-time faculty and adjuncts in a timely manner
• Complete and maintain all paperwork for new faculty, including adjuncts, and assist with their transition to the University
• Prepare travel authorizations and travel reimbursement vouchers for faculty and students in a timely manner; work with the University to verify and document travel
• Maintain files of course syllabi and submit them to the Office of Accreditation and Compliance
• Maintain confidential files for the departments
• Collaborate with search committees as well as the department chairs to establish interview schedules and arrange travel/accommodations for faculty candidates
• Record minutes at department meetings; prepare draft and final minutes in a timely manner and maintain files of minutes
• Maintain and update department office supplies and equipment inventories
• Ensure that department correspondence and mailings are handled with 100% accuracy and in the specified time period
• Supervise work-study students
• Provide secondary support to the budget office in Academic Affairs in functions related to the responsibilities above, such as maintaining files, assisting with paperwork, or maintaining and updating inventories
• Other duties and requests as assigned

Requirements:

• High School diploma or equivalent required; Bachelor's degree, or an equivalent combination of training and/or work experience preferred
• Experience in office operations
• Excellent organizational skills, with demonstrated ability to prioritize work, schedule meetings and meet critical deadlines
• Proficiency with Microsoft Office; must be highly proficient specifically in Excel to track budgets with multiple phases and funding sources
• Knowledge of state purchasing and travel procedures preferred
• Skilled in multitasking and working in a highly interruptible environment
• Skilled in dealing with multiple stakeholders, including members of the public
• Experience working in a higher education environment preferred
• Experience supervising part-time/wage employees or volunteers preferred

Additional Information:

This is a full-time, classified, non-exempt position in pay band 3. Salary will be commensurate with experience. Commonwealth of Virginia benefits accompany this position. A successful criminal background investigation is required. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply.

Commonwealth of Virginia benefits accompany this position to include:

• State health and dental benefits & flexible spending accounts
• Paid leave (which may include sick leave, personal leave, annual leave, etc.), and 13 holidays
• Retirement savings plans (some with limited employer match available (VRS))
• Life & Long-Term care insurance
• Employee Assistance Program
• Employee discounts for various services, including Verizon.
• Educational benefits for most employees
• Fitness Center membership less expensive than most

In compliance with the Americans with Disabilities Act (ADA), Longwood University will provide, if requested, reasonable accommodations to applicants in order to provide access to the application and/or interview process. You are not required to note the presence of a disability on your application. If, however, you require accommodations in the application and/or interview process, please contact the Office of Human Resources at 434-395-2074 or humres@longwood.edu.

Per CFR: Title 34, the Title IX Coordinator's contact information can be located through this link http://www.longwood.edu/titleix/.

A diversified workforce is an important part of our strategic plan. EOE/AA

Application Instructions:

Review of applications will begin immediately. Position will be posted a minimum of five business days. Position posted 1/15/2025. To apply for this position, qualified applicants must complete the online application and attach a resume, cover letter, and any other documents to be included with your application materials.