Administrative Assistant​/Administrative and Office Specialist III

Position: Administrative Assistant / Administrative and Office Specialist III (00002)
Location:

Farmville, VA Category:
Classified Posted On:
Thu Feb 12 2026

Job Description:

Longwood University invites qualified applicants to apply for the position of Administrative Assistant / Administrative and Office Specialist III. This position will perform administrative duties for the Department of Social Work and Communications Sciences and Disorders, as well as Speech, Hearing and Learning Services (SHLS).

This position is located in Farmville, Virginia, and is required to work in person on Longwood University's campus.

Visa sponsorship is not available for this position.

Core Responsibilities for Department Admin (Academic)

* Maintain files of course syllabi and submit them to the office of Accreditation and Compliance

* Maintain confidential files

* Collaborate with search committees as well as the department chair to establish interview schedules and arrange travel/accommodations for faculty candidates

* Record minutes at program meetings and 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 and update program equipment inventory systems and completed annual inventories.

* Manage 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 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

* Prepare superbills for all clients scheduled, greet clients and ensure necessary paperwork is completed

* With the office manager, receive referrals and complete intakes for new clients

* With the office manager, answer phone and emails from the 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 the 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 online 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 the office manager, update and maintain the SHLS website and social media.

* Report facility and maintenance concerns to the office manager

Job 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…