Administrative Support Specialist

Overview

Supports the Director of the Research & Infrastructure Service Enterprise (RISE) through high-level administrative coordination, calendar management, and operational support. Demonstrates a calm and professional demeanor while managing multiple concurrent tasks, collaborating with a wide range of colleagues and stakeholders, and adapting to evolving processes and organizational needs. Maintains confidentiality, ensures effective communication, and helps sustain an efficient and responsive office environment.

Responsibilities

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Supports the Director of the Research & Infrastructure Service Enterprise (RISE), including those of a highly confidential or critical nature. 

Provide sophisticated calendar management for the Director; prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. 

Complete a broad variety of administrative tasks that facilitate the Director's ability to effectively lead the Institute. 

Work closely with the Director to keep everyone up to date about upcoming commitments and responsibilities and following up appropriately. Monitor direct access to the Director's time.  Conserve Director's time by reading, researching, collecting and analyzing information as needed, in advance. 

Maintain RISE inventory and order software, office supplies, computers, etc. 

Facilitate conference calls, workshops, webinars, and conferences for RISE. 

Create, manage, and update RISE staff office schedule. 

Provide monthly budget report meetings with the Director. 

Process Human Resources paperwork for job postings, new hires, promotions, and other personnel actions for RISE. 

Implement, track and coordinate RISE T&E. 

Liaison with VHS Faculty Affairs and HR to execute processing of new faculty/staff for management of new positions, academic appointments, and promotions. 

Provide operational support for the RISE Team and manage the day-to-day operations of the Office and maintain an organized, confidential filing system. 

Complete RISE projects required administrative work by assigning work to appropriate RISE staff, on behalf of the Director. Responsible for the monthly management of ODU and ODURF issued credit cards and maintain an accurate filing system to track and monitor all purchases for RISE; and allocate in BOA Works. 

Schedule and coordinate meetings with the RISE Director to include coordination with other organizations and universities and ensure AV equipment availability and set up if needed, and/or catering. 

Welcome all guests in a professional manner, in person or on the phone; answering or directing inquiries. 

Performs other duties as assigned. 

Qualifications

Bachelor’s degree preferred, or equivalent experience.

Prior experience with  administrative office managment with increasing responsibility

High organizational skills with the ability to multi-task

Experience working with various software applications - MS Office

Excellent communication (written and oral) and presentation skills

Location : Location