State of Virginia

Title: Human Resources Administrative Assistant

State Role Title: Admin and Office Spec II

Hiring Range: Pay Band 2

Pay Band: 2

Agency: Virginia Military Institute

Location: VMI HUMAN RESOURCES OFFICE

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

Virginia Military Institute is excited to announce that we are accepting applications for Administrative Assistant in the Human Resources office. This position will be the first person to greet all visitors. We are looking for the candidate that is pleasant and friendly, working efficiently and accurately, solving problems and doing what is necessary to ensure a pleasant experience in the Human Resource Office. This position will help assist the HR Analyst.

Core Responsibilities:

• Serve as the Administrative Assistant to the Director of Human Resources
• Responsible for answering phones, greeting visitors and forwarding them to the proper person
• Review emails in the Human Resources mailbox and disseminate them to the proper person in the office. This includes Freedom of Information Act requests, Loan Forgiveness, and employment verification
• Maintain and update both physical and digital filing systems and databases including active, inactive, HIPPA and all personnel Files
• Complete paperwork for all new employees (full time, part time, cadets) to include entering all data in our Colleague system their information and into E-Verify to make sure eligible to work in the US. Also, make all packets for fulltime Classified and A/P employees.
• Process all paperwork for immigration orders for our non-resident employees

Minimum Qualifications

• Experience in a high-place office environment
• Excellent communications skills (oral, written, and listening
• The candidate must be able to multitask and be proficient in computer use, particularly with Microsoft Word and Excel.
• They should also demonstrate the ability to learn new software programs. Professional phone and email etiquette are essential.
• Additionally, the candidate must have a willingness to learn and cross-train in various tasks.

Additional Considerations

• Proficiency with standard office software (e.g., Microsoft Office Suite, Google Workspace) and office hardware.
• Strong multi-tasking and time-management abilities.
• A welcoming demeanor, patience, and a problem-solving mindset
• Should have intermediate proficiency in PowerPoint and Canva. Additionally, possess knowledge of HIPAA regulations, immigration laws, and E-Verify.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Human Resources

Phone: 540-464-7322

Email: hroffice@vmi.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.