Administrative Assistant

Posting 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.

Type of Recruitment 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. College Home Page Department Home Page Equity Statement

It is the policy of Old Dominion University to provide equal employment, educational and social opportunities for all persons, without regard to race (or traits historically associated with race including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), color, religion, sex or gender (including pregnancy, childbirth, or related medical conditions), national origin, gender identity or expression, age, veteran status, disability, political affiliation, sexual orientation or genetic information. Individuals from minoritized communities, women, veterans and individuals with disabilities are encouraged to apply.

Reasonable Accommodation Request

If you are an individual with a disability and require reasonable accommodation, please contact the Division of Talent Management and Culture at (757)683-3141.

Alternative Hiring Process

In support of the Commonwealth's commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth's Alternative Hiring Process.

To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly called a Certificate of Disability) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans may also apply via the AHP if they also provide an AHP Letter.

To request an AHP Letter, use this link: https://www.dars.virginia.gov/drs/cpid/PWContact.aspx or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Pay Transparency Nondiscrimination Provision

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or consistent with contractor's legal duty to furnish information.

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume

Optional Documents

• Contact Information for Professional References
• Yellow Layoff Form
• Blue Layoff Card
• AHP Letter