Administrative Assistant - Auxiliary Services

Posted Thursday, May 7, 2026

The position of Administrative Assistant, Auxiliary Services reports to the Director of Auxiliary Services, providing planning, coordination, management, administrative, and support services for the office. 

Auxiliary Services supports and encourages opportunities for professional growth and development.

Job Duties:

• Manages and tracks an annual combined budget of over $7.6 million (track all expenditures using appropriate methods, balance budget monthly, prepare administrative documents/reports).
• Contract management, planning and negotiations for current and future contracts, develop and maintain relationships with vendors and contractors.
• Pay departmental invoices while adhering to state purchase card regulations and requirements.
• Receive and approve departmental Cater Trax requests; ensure Cater Trax requests are within per diem allowances and meet other Post requirements.
• Inventory control of assigned Institute and other state property, to include requisition of new equipment, and disposition of obsolete or excess equipment and property.
• Coordinates transportation lodging and meals for staff travel; coordinates with hotels, rental car companies, as needed.
• Provide Office Management and Administrative Support. Prepare Travel Authorizations/Reimbursements or other administrative documents as needed, schedule appointments, arrange transportation, among other duties.
• Manage/File Office Documents- File and maintain office documents (financial records, inventory records, purchase requisitions, purchase card documentation) based on records retention schedule and in a neat and orderly fashion.
• Purchasing Office Supplies/Equipment- Purchase office supplies and equipment as needed.
• Coordinate and Help Plan Office Events/Programs- Reserve meeting space, work orders to Physical Plant, food orders, manage employee recognition programs, coordinate Auxiliary Services staff tours.
• Receptionist Duties- Answer phone/greet visitors courteously. Answer all questions or refer to another office.

Minimum Qualifications:

• Extensive experience in organizing data and establishing and maintaining files in automated and paper formats.
• Demonstrated ability to conduct research, prepare summaries of findings, and develop recommendations.
• Ability to compose and prepare correspondence and complete reports and forms.
• Ability to plan and schedule administrative support for programs and events.
• Considerable experience with Microsoft Office Suite.

Preferred Qualifications:

• Coursework, especially in accounting, business, administration, or equivalent applicable experience or training.
• Experiences with contracts, requisitions, and receiver reports.
• VCA certification, eVA account.

Candidates can apply at: Administrative Assistant - Auxiliary Services- Job Application

Please submit a resume, cover letter, and the names of 3 professional references.

VMI is an Equal Opportunity Employer and does not discriminate against anyone because of race, color, religion, national origin, political affiliation, sex, age, or disability. AmeriCorps, Peace Corps, and other national service alumni are also encouraged to apply. VMI will provide reasonable accommodation to qualified individuals with documented disabilities to ensure equal access and equal opportunities with regard to employment, educational opportunities, programs and services.

Contact:
Human Resources
hroffice@vmi.edu
540-464-7322