Administrative Specialist, Institutional Effectiveness

The Office of Institutional Effectiveness at the Virginia Military Institute is looking for a skilled administrative specialist to join our team. The ideal candidate will have excellent organizational and time-management skills, be proficient in Microsoft Office, and have experience managing calendars and scheduling appointments. In this role, you will be responsible for providing administrative support to our team and ensuring the smooth operation of our office. Due to the involvement of sensitive information, this position is required to maintain a high level of confidentiality and discretion in handling data and reports as well as both internal and external communications. Reporting to the Director for Institutional Effectiveness, this is a full-time, on-site position.

Key Responsibilities:

• Responsible for managing office services by ensuring office operations and procedures are organized; correspondence is controlled; filing systems are designed and maintained; and supply requisitions are reviewed and approved.
• Responsible for ensuring office financial objectives are met by preparing annual budgets for the office, providing monthly budget reports, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
• Make the necessary travel arrangements for the (A/P) staff. This involves researching, booking flights, hotels, transportation, and creating detailed itineraries.
• Manage schedules and calendars for all A/P staff, coordinating appointments, meetings, and events; creating meeting agendas, taking notes and minutes, and providing a summary of meetings. This includes distributing materials, booking venues, and arranging catering if necessary.
• Performs data entry and word processing tasks, inputting information accurately into spreadsheets, databases, documents, or other systems. Maintains organized records and assists in generating reports when needed.
• Serve as the initial point of contact for clients, visitors, and vendors.
• Administer course evaluations each semester and distribute assessment findings to the individual department heads.

Minimum Qualifications:

• Minimum of 1-3 years of experience in an administrative role or equivalent.
• Demonstrated technical skills with Microsoft Office applications, including Word, Excel, and Outlook.
• Proven proficiency in an administrative office role including proficiency in calendaring, budget and record keeping, and event coordination.
• Strong problem solving, organizational, and analytical skills.
• Exceptional interpersonal and communication skills.

Additional Considerations:

• Experience working in a higher education environment

Please include a cover letter, resume, and contact information for three references.

Candidates can apply at: Administrative Specialist, Institutional Effectiveness-Job Application

In a continuing effort to enrich its academic environment and provide equal educational and employment opportunities, VMI encourages women, minorities, disabled individuals and veterans to apply. AmeriCorps, Peace Corps and other national service alumni are also encouraged to apply.