Job Description

Description

About Longwood University: A comprehensive university with a strong liberal arts foundation, Longwood has a distinctive mission to develop citizen leaders who are prepared to make positive contributions to the common good of society. Founded in 1839, Longwood is the third-oldest public university in Virginia. Longwood is part of the proud tradition of higher education in the Commonwealth of Virginia. Roughly one hour's drive from Charlottesville, Lynchburg, and Richmond, Longwood is located in the historic two-college community of Farmville. Longwood currently has approximately 4,300 undergraduate and graduate students and 39,000 alumni. It maintains affiliations with the neighboring Robert Russa Moton Museum of civil rights history and the Longwood Center for Visual Arts, a nationally accredited university art museum. A member of the Big South Conference, Longwood competes at the NCAA Division I level. Job Description: Longwood University invites qualified applicants to apply for the position of Administrative Assistant / Administrative Office Specialist III (00002) in Social Work & Communication Sciences and Disorders and Speech, Hearing & Learning Services. Core Responsibilities for Department Admin (Academic): • Maintain files of course syllabi and submit them to the office of Accreditation and Compliance • Maintain confidential files for the Department • Collaborate with Search Committees as well as the Department Chair to establish interview schedules and arrange travel/accommodations for Faculty Candidates • Record minutes at department meetings and program Advisory Boards. Prepare draft and final minutes in a timely manner and maintain minutes files • Ensure 100% of the course tests and exams that are copied are done so in a confidential manner • Assist the Chair and program coordinators in course and classroom scheduling • Assist the Department Chair with maintenance of work calendar and department calendar • Assist with meetings and event planning to include room scheduling, catering, materials needed, etc. • Complete all compensation forms for full-time faculty and adjuncts in a timely manner • Prepare travel authorizations and travel reimbursement vouchers for faculty and students in a timely manner • Coordinate travel plans; working with the University to verify and document travel • Create and maintain a positive and efficient office environment • Maintain the Department Supply office • Maintain and update Department equipment inventory systems and complete annual inventories • Manages daily check-out of equipment (e.g. laptops, iPads, otoscopes), checking to ensure that equipment is up-to-date and in proper working order • Complete and maintain all paperwork for adjunct faculty/incoming faculty • Ensure that department and program correspondence and mailings are handled with 100% accuracy and in the specified time period • Maintain spreadsheet of SHLS clients, donors and external supervisors for newsletters and invitations to special events • Other duties and requests as assigned Core Responsibilities for SHLS (Speech, Hearing & Learning Services): • Prepare superbills for all clients scheduled, greets clients and ensures necessary paperwork is completed • With the office manager, receive referrals and completes intakes for new clients • With the office manager, answer phone and emails from public • Receive and prepare funds for deposits and reconcile deposits in accordance with university procedures • Schedule clients for services at SHLS • Ensure client files are appropriately maintained (including scanning, entering into electronic medical records), and destroyed (according to university procedures) • Work with office manager to receive doctors' scripts for services • Manage requests for records to and from SHLS • Maintain spreadsheet of all SHLS donors and friends to facilitate the SHLS director's response to donations • Complete Gifts in Kind for donations of goods to SHLS • Prepare mass mailings and letters • Sort incoming mail and pick up and deliver mail to LU Post Office and Town Post Office • Maintain and manage SHLS inventory • Verify insurance eligibility on line for referrals with Medicaid and Medicare • Oversee clinic computers in coordination with ITS to maintain updates • Manage and maintain confidential files (ASHA, state licensure, CPR etc.) for SHLS faculty and staff • With office manager, update and maintain the SHLS website and social media • Report facility and maintenance concerns to office manager Requirements: • High School diploma or equivalent required • Bachelor's degree, or an equivalent combination of training and/or work experience preferred • Experience in office operations • Excellent organizational skills, with demonstrated ability to prioritize work, schedule meetings and meet critical deadlines • Proficiency with Microsoft Office; must be highly proficient specifically in excel to track budgets with multiple phases and funding sources • Knowledge of state purchasing and travel procedures • Skilled in multitasking • Experience supervising wage employees or volunteers Additional Information: This is a full-time, classified, non-exempt position in a pay band 3. A successful criminal background investigation is required. AmeriCorps, Peace Corps, and other national service alumni are encouraged to apply. Commonwealth of Virginia benefits accompany this position to include: • State health and dental benefits & flexible spending accounts • Paid leave (which may include sick leave, personal leave, annual leave, etc.), and 13 Holidays • Retirement savings plans (some with limited employer match available (VRS)) • Life & Long-Term care insurance • Employee Assistance Program • Employee discounts for various services, including Verizon • Educational benefits for most employees • Fitness Center membership less expensive than most In compliance with the Americans with Disabilities Act (ADA), Longwood University will provide, if requested, reasonable accommodations to applicants in need of accommodations in order to provide access to the application and/or interview process. You are not required to note the presence of a disability on your application. If, however, you require accommodations in the application and/or interview process, please contact the Office of Human Resources at 434-395-2074 or humres@longwood.edu. Per CFR: Title 34, the Title IX Coordinator's contact information can be located through this link http://www.longwood.edu/titleix/. A diversified workforce is an important part of our strategic plan. EOE/AA Application Instructions: Review of applications will begin immediately. Position will be posted a minimum of five business days, position posted 10/2/2023. To apply for this position, qualified applicants must complete the online application and attach a resume, cover letter, and/or other documents.