The purpose of this position is to perform a variety of responsible, complex administrative and technical duties for the Capital and Planning division of Facilities Management.
1. Provide day-to-day support by maintaining an effective documentation system for all capital outlay projects.
2. Coordinate project meetings with the Director of Capital Planning, Construction Manager and Project Engineer and taking the minutes when needed.
3. Other tasks include but are not limited to: preparing routine correspondence, maintaining the capital planning section’s calendar and appointment schedule and processing the mail ensuring that all documents are forwarded to the appropriate staff for necessary action.
4. Processes and distributes incoming, interagency and interoffice mail.
5. Maintains up-to-date mailing lists, circulation slips and office directories. Prepares correspondence, transmittal sheets and envelopes for mailing and distribution.
6. Notify the Director of Capital Planning of all issues related to capital functions.
7. Input all purchase requests in both the university and state procurement systems.
8. Processes and Capital vendors all invoices, with original signatures. Ensure all invoices are processed within 8 working hours after receipt. Any issues affecting this timeline must be reported to the appropriate supervisor.
9. Prepare two weeks after month end an encumbrance analysis and forward to the Director of Administrative Services and the Director of Capital a list of requisitions and/or purchase orders that need to be processed or deleted.
10. Attend monthly Capital Pay meetings, if needed before final invoices are submitted for payment. Taking minutes as needed.
11. Attend other meetings with the Director of Capital and Planning, taking the minutes as needed.
12. Attend Administrative Services and Capital and Planning staff meetings.
13. Track the capital outlay process to ensure each CO form and payment request is completed for active projects and correctly recorded.
14. Responsible for submitting, logging, and filing travel expense vouchers for the Director of Capital & Planning.
15. Responsible for preparing selected correspondence and forms from handwritten material.
16. Purchases supplies and equipment using the eVA procurement system and the Small Purchase Charge Card procedures. Submits monthly credit card reconciliation statement. Checks office supplies and receives and checks deliveries.
17. Responsible for reproduction of various submittals received or materials to be used for presentations.
18. Processes incoming facsimiles. Monitor the fax digital mailbox and categorizes and routes facsimile pdf files to the appropriate BCOM staff members, logs in BITS, and files in Livelink.
19. Contacts appropriate repair service for problems with telephones, copiers, fax machine, copier and 3rd Floor building maintenance.
20. Posts announcements and other information.
21. Responsible for maintaining inventory of supplies for the Capital division. Develops, types, processes, and maintains capital and misc. records relating to the daily operation of the Capital & Planning Division.
22. Duties require knowledge of data processing, Microsoft Office, limited bookkeeping, plus the ability to work effectively with vendors, Capital Procurement Manager and personnel in other divisions/departments.
23. Scans documents and correspondence and files in proper electronic project or general file folders per office policy/procedures.
24. Answers incoming telephone calls, routing them to the proper parties. Answers inquiries from the general public or refers them to the proper personnel or other university departments.
25. Provide backup support / lunch coverage to other Administrative Assistants, when needed.
26. Have knowledge of the duties of the various capital personnel and a general knowledge of the function of other university departments.
27. Manage capital files in accordance with the Library of Virginia records management policies.
28. Coordinate Capital Bid Meetings.
29. Assists in preparation of seminars slideshows and handouts, and other presentation materials using PowerPoint, SnagIt and other software.
30. Processes selected capital outlay authorization (CO) forms. Provides backup and assistance to the Director of Capital and the Capital Procurement Manager, and the Capital Accountant in the processing of other CO forms. Prepares action wording and routes copies to appropriate personnel for approval and distributes final copies to the appropriate individuals.
31. Assists the Capital Procurement Manager and Capital Accountant in the processing of construction and A/E documents, if needed.
32. Maintains the A/E Rate spreadsheet as compiled from incoming CO-3s and MOUs.
33. Performs other duties and assignments related to the division of Capital and Planning as assigned by supervisor the Director of Administrative Services, Director of Capital and Planning and Capital Procurement Manager.
NSU is committed to providing equal employment opportunities for all persons and applicants, without regard to age, color, disability, gender, national origin, political affiliation, genetic information, race, religion, sexual orientation, sex (including pregnancy) or veteran status. NSU encourages and invites minorities, women, individuals with disabilities, and veterans to apply.
1. Extensive knowledge of business English to include spelling, writing, punctuation, proofreading and
vocabulary; effectively communicate orally, in writing and electronically.
2. Knowledge and ability to prepare PowerPoint presentations and excel spreadsheets.
3. Ability to supervise and train student workers and to explain organizational policies, rules, regulations and procedures.
4. Knowledge and experience in the use and application of databases to include verification of accuracy of data, input of data, and creating reports.
5. Knowledge of BCOM – Bureau of Capital Outlay Management.
6. Experience with processing Capital Payment invoices.
7. Knowledge of Commonwealth of Virginia procurement processes and procedures.
8. Familiarity with engineering and architectural terms.
9. Ability to transcribe and type technical and fiscal reports and compose effective and accurate correspondence.
10. Ability to provide excellent customer service and interact positively with all co-workers.
11. Ability to properly and professionally answer telephone calls and receive visitors and to direct calls and visitors to proper office personnel.
12. Ability to review forms for proper content, math errors and completeness of information.
13. Skilled in the use of a personal computer, copier machines and FAX machine.
14. Ability to prioritize schedule and his/her assigned workload to meet both normal completion schedules and special deadlines established by the supervisor.
15. Ability to use word processing software to produce written documents and to use spreadsheet and data base software to enter data and print reports.
16. Ability to communicate effectively orally and in writing.
17. Good interpersonal skills.
18. Ability to work independently and exercise judgment.
19. High school diploma or GED, or equivalent combination of training and education that provides the requisite knowledge, skills, and abilities.
20. Must possess a valid Virginia state driver’s license.
1. Knowledge of the use of word processor and architectural/ engineering terms is desired.
2. Graduation from a recognized college or university with major course work in business administrative secretarial work, including some supervisory experience; or any equivalent combination of training and experience.
3. Considerable amount of experience in office management or increasingly responsible secretarial/administrative experience.
1. Applicants may show interest by fully completing in its entirety and submitting electronically, the Commonwealth of Virginia Application for Employment. Candidates who do not include all information on the application may miss the opportunity for full consideration.
2. NSU conducts background checks on all candidates identified as finalist for employment. The type of background check(s) performed is dependent upon the type of position for which you have been identified as a finalist, which may include: criminal history, sex offender registry checks, reference checks, degree validation, driving records, license verification, credit history review. The results of background checks are made available to University employing officials. You will be required to sign an Authorization to release form.
3. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment.
Special Instructions to Applicants
1. Candidates may show interest by submitting, in its entirety online, an application and all required application material.
2. Applicant is solely responsible for ensuring application and material thoroughly reflects their knowledge, skills, and abilities, as it relates to the advertised qualifications.
3. A complete application, including all previous employment, salary history, and education, for full consideration, must be received online by 11:59PM of the “Job Close Date.”
4. Applicants who list “see resume” or “see Curriculum Vitae” in lieu of completing the application may miss the opportunity for full consideration.