Administrative Assistant - Auxiliary Services

Title: Administrative Assistant - Auxiliary Services

State Role Title: Admin and Office Spec III

Hiring Range: Based on qualifications & experience

Pay Band: 3

Agency: Virginia Military Institute

Location: VMI HUMAN RESOURCES OFFICE

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Virginia Military Institute (VMI) is seeking a detail‑oriented and personable Administrative Assistant to support the Director of Auxiliary Services. This role is ideal for someone who is friendly, efficient, accurate, and committed to providing seamless support to the VMI Corps of Cadets.

Auxiliary Services is a diverse, service‑driven department responsible for essential cadet support functions, including food services, bookstore operations, uniform issue and alterations, laundry, mail services, armory support, and contract management. The Administrative Assistant will play a key role in ensuring smooth operations across these areas, supporting cadets from Matriculation through Graduation and contributing to the broader VMI community.

Core Responsibilities:

• Serve as the Administrative Assistant to the Director of Auxiliary Services.
• Responsible for answering phones, greeting visitors and directing them to the proper department.
• Pay departmental invoices while adhering to state purchase card regulations and requirements.
• Coordinate and plan office events and programs to include managing employee recognition programs and coordinating Auxiliary Services staff tours.
• File and maintain office documents (financial records, inventory records, purchase requisitions, purchase card documentation) in a neat and orderly fashion.

Minimum Qualifications:

• Experience in a fast-paced office environment
• Excellent communications skills (oral, written, and listening)
• The candidate must be able to multitask and be proficient in computer use, particularly with Microsoft Word and Excel.
• They should also demonstrate the ability to learn new software programs. Professional phone and email etiquette are essential.
• Additionally, the candidate must have a willingness to learn and cross-train in various tasks.

Additional Considerations:

• Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace) and office hardware.
• Strong multi-tasking and time-management abilities.
• A welcoming demeanor, patience, and a problem-solving mindset

Please submit a resume, cover letter, and the names of 3 professional references.

VMI is an Equal Opportunity Employer and 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. VMI will provide reasonable accommodation to qualified individuals with documented disabilities to ensure equal access and equal opportunities with regard to employment, educational opportunities, programs and services.

Contact Information

Name: Lee Clark

Phone: 540-464-7094

Email: clarkhl@vmi.edu

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 AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.