Administrative Assistant- Auxiliary Services

Posted Thursday, September 5, 2024

The position of Administrative Assistant, Auxiliary Services reports to the Director of Auxiliary Services, providing planning, coordination, management, administrative, and support services for the office.

Auxiliary Services supports and encourages opportunities for professional growth and development.

Job Duties:

• Manage and track an annual combined budget of over $7.6 million (track all expenditures using appropriate methods, balance budget monthly, prepare administrative documents/reports).
• Contract management, planning and negotiations for current and future contracts, develop and maintain relationships with vendors and contractors.
• Pay departmental invoices while adhering to state purchase card regulations and requirements.
• Receive and approve departmental Cater Trax requests; ensure Cater Trax requests are within per diem allowances and meet other Post requirements.
• Inventory control of assigned Institute and other state property, to include requisition of new equipment, and disposition of obsolete or excess equipment and property.
• Coordinate transportation lodging and meals for staff travel; coordinates with hotels, rental car companies, as needed.
• Provide Office Management and Administrative Support. Prepare Travel Authorizations/Reimbursements or other administrative documents as needed, schedule appointments, arrange transportation, among other duties.
• Manage/File Office Documents- File and maintain office documents (financial records, inventory records, purchase requisitions, purchase card documentation) based on records retention schedule and in a neat and orderly fashion.
• Purchase Office Supplies/Equipment- Purchase office supplies and equipment as needed.
• Coordinate and Help Plan Office Events/Programs- Reserve meeting space, work orders to Physical Plant, food orders.
• Receptionist Duties- Answer phone/greet visitors courteously. Answer all questions or refer to another office.

Minimum Qualifications:

• Experience in budget administration, including calculating and reconciling
• Extensive experience in organizing data, establishing and maintaining files in automated and paper
• Demonstrated ability to conduct research, prepare summaries of findings, and develop
• Ability to compose and prepare correspondence and complete reports and
• Ability to plan and schedule administrative support for programs and
• Considerable experience with Microsoft Office Suite.

Preferred Qualifications:

• Coursework, especially in accounting, business, administration, or equivalent applicable experience or
• Experiences with contracts, requisitions, and receiver reports.
• VCA certification, eVA account.

Candidates can apply at: Administrative Assistant- Auxiliary Services-Job Application

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

Contact:
Human Resources
hroffice@vmi.edu
540-464-7322