Provides administrative support for the Federal Work Study (FWS) Internship Program. This includes establishing and organizing committee meetings, maintaining meeting records and decisions, assisting with establishing goals, maintaining the timeline, and tracking progression for the grant, coordinating event programs, and data analysis.
Schedules and organizes committee and individual meetings as needed for the
FWS Internship Program.
Works with the Assistant Director for Experiential Learning to schedule individual
stakeholder meetings and steering committee meetings as needed for the FWS Internship Program.
Responsible for booking campus rooms, arranging audio/video requirements and submitting catering requests as needed.
Uses judgment to determine which appointments should be expedited or rescheduled, preserving the best use of the Associate Director’s and steering committee’s time.
Provides excellent communications among staff and constituents and uses advance planning and attention to detail. Demonstrates proficiency in using office scheduling tools. Assists with meeting agenda delivery and follow-up notes/minutes management.
Resolves and/or refers issues or problems to the appropriate CCLD or ODU staff member.
Provides project management support for the FWS Internship Program and the
Assistant Director for Experiential Learning.
Works with the steering committee to establish SMART goals, set benchmarks,
and determine deadlines for key elements of the project in alignment with the timeline submitted for the grant proposal.
Plans and facilitates on-campus employer listening sessions, faculty/academic partner listening sessions, and student listening sessions.
Organizes collected data to streamline analysis and meaning making.
Researches, synthesizes, and disseminates best practices/benchmarking data for internship creation and on-campus internship program creation.
Provides accurate and consistent information when requested, in a timely manner and seeks clarification when needed.
Creates routines for complex correspondence, emails, reports and other forms for distribution within assigned timeframes. Checks documents for completeness and accuracy prior to distribution.
Proactively creates and maintains effective workflow and communications to accomplish the work of the position.
Works with the Assistant Director to develop and curate resources for campus partners to utilize in establishing FWS internships, such as a guidebook, information sheet, marketing materials, etc.
Serve as a practitioner for all in-house and outreach CCLD programs, services, and activities.
Provide timely and effective support for special projects as requested by staff and the Executive Director
Serve as an information resource and consultant for other CCLD practitioners
Attend staff meetings and participate in departmental and university activities as appropriate.
Support major departmental events, including but not limited to Fall and Spring Career Fairs, the ODU Career Summit, and events during the Monarch Experience.
Maintain professional development through a program of reading, attending trainings, and/or enrolling in job-related courses (with supervisor approval)
Complete all other assigned projects by assigned deadlines
Customer Relations (University Objective)
Provide positive and responsive customer service to our internal and external users that reflects Old Dominion University’s mission and values. Maintain effective working
relationships with colleagues through courteous, constructive and professional interaction. Listen to and anticipate customer needs, provide clear explanations; respond quickly; take initiative to assist internal and external customers. Observe confidentiality. Compliance with the ODU Code of Ethics and Service Standards are reflected in all.
Level and type of experience:
Considerable experience with administrative assistance and coordinating/planning special events.
Some experience providing administrative, logistical and promotional support for special events in a higher education or related setting.
Some experience using Microsoft Office or related software to produce a variety of documents and perform clerical/administrative functions.
Some experience working with database and information systems management/reporting.
Specific knowledge, skills, and abilities:
Considerable knowledge of effective customer service techniques.
Working knowledge of general office/administrative practices and equipment.
Some knowledge of client server systems (e.g. Banner, PeopleSoft or a similar program).
Excellent oral and written communication skills.
Effective interpersonal relationship and organizational skills. Effective problem resolution skills.
Demonstrated ability to safe guard protected information and confidential records in a variety of formats.
Demonstrated ability to prioritize and manage multiple administrative tasks with a high degree accuracy demonstrating strong attention to detail.
Demonstrated ability to work with detailed and factual information from a variety of sources.
Demonstrated ability to use PC-Based desktop publishing software such as Microsoft Office products to manipulate data and create a variety of documents, reports, and presentations.
Other:
Working knowledge of information system reporting, database development and spreadsheet creation and interpretation.
Some knowledge of Microsoft O?ce including Word, Excel, and PowerPoint. Strong organizational and time management skills. Excellent written communication skills.
Considerable skills in organization, communication and responsiveness. Ability to handle multiple tasks simultaneously and adapt when needed.
Ability to work independently and within small groups. Demonstrated familiarity and comfort with technology and learning new technology systems.
Demonstrated ability to be resourceful, take initiative and assist in managing complex projects. Possesses abilities to handle detail and juggle tasks.
Please visit ODU Research Foundation website at http://researchfoundation.odu.edu; click on the employment tab and follow the link for position #25-038. Review of applications will begin immediately and will continue until the position is filled
The organization is an equal opportunity and affirmative action employer (AA/EOE/M/F/Disability/VETS/Drug-Free Workplace). We are committed to providing equal employment opportunity to all individuals in accordance with applicable federal, state, and local laws. Employment decisions — including recruitment, hiring, training, compensation, and promotion — are made without regard to race, color, religion, sex, national origin, physical or mental disability, genetic information, age, protected veteran status, or any other protected characteristic. Affirmative action efforts are conducted consistent with applicable laws to promote equal opportunity in employment and advancement.
