Administrative Assistant​/Administrative and Office Specialist III

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 4,600 undergraduate and graduate students and 41,000 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.

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.

• 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

• 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…