Office Manager, Inspector General/ Title IX and Diversity, Opportunity, and Inclusion

State Role Title: Hiring Range: $45,000

Pay Band: UG

Agency: Virginia Military Institute

Location: Virginia Military Institute

Agency Website: www.vmi.edu

Recruitment Type: General Public - G

Job Duties

The office manager will be the initial point of contact for the offices of the Inspector General / Title IX and Diversity, Opportunity and Inclusion. This shared position plays a critical role within both offices and is the initial point of contact for individuals seeking assistance, reporting concerns, or filing complaints. The ideal candidate will be a compassionate and empathetic individual who possesses excellent intrapersonal skills, a willingness to learn, and a commitment to promoting a safe and inclusive campus environment.

The Office Manager position entails a variety of support and operational duties that require excellent interpersonal skills, sound judgment with confidential matters, and technical expertise, with particular emphasis on budget management and procurement. The Office Manager position entails a variety of support duties that require excellent communication skills and technical expertise.

Duties Include:

• Deliver superior customer service by greeting office visitors, answering the telephone, replying to incoming e-mail messages and serve as the first point of contact for individuals seeking information, assistance, or guidance regarding matters related to discrimination or bias, including Title IX concerns.
• Provide information to cadets and employees regarding their reporting options and supportive measures under relevant policies and regulations.
• Provide administrative support to the Inspector General/Director of Title IX, the Chief Diversity Officer, and other staff members of both offices, including managing calendars, scheduling meetings, assembling reports, preparing agendas and meeting materials, and handling correspondence.
• Assist in organizing and coordinating Office of IG/ Title IX and DOI meetings, programs, events, workshops, and trainings for cadets, faculty, and staff. Make arrangements for meeting rooms, audio/visual needs, food services, and other support as necessary.
• Manage the separate budgets of the Office of DO&I and the Title IX Office, maintaining accurate records, processing payments, and producing timely budget reports for each. Make purchases through the Commonwealth of Virginia’s eVA procurement system, and ensure all purchasing, contracting, and payment activities comply with Virginia procurement law and VMI purchasing policy.
• Coordinate all travel for staff of the Office of DO&I and the Title IX Office, including making reservations, securing travel arrangements, obtaining directions, and processing travel reimbursements.
• Monitor the physical environment of the office by performing weekly checks of equipment and office supplies. Prepare inventory reports and coordinate with Procurement for office supply reorders.
• Maintain confidential case files and records in accordance with federal regulations and institutional policy.
• Enter and track information in case management and other tracking systems.
• Assist with data collection, reporting, and compliance-related documentation.
• Foster a culture of belonging and respect by promoting open communication, empathy, and mutual understanding.
• Coordinate with other VMI departments, including but not limited to Diversity, Opportunity, and Inclusion, Human Resources, Facilities Management, Auxiliary Services, Cadet Counseling, and Athletics.
• May be required to perform other duties as assigned by the IG, Chief of Staff and/or the Superintendent. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

Minimum Qualifications

• High School diploma or equivalent
• Previous experience using case management software
• Previous experience working with diverse populations
• Previous administrative experience in a professional setting
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously
• Commitment to maintaining confidentiality and handling sensitive information with discretion and professionalism
• Proficiency in Microsoft Office Suite and other relevant software applications
• The ability to work independently and collaboratively in a sometimes fast-paced environment
• Excellent interpersonal skills
• Good judgment in handling inquiries, referrals, and requests for information
• A collaborative spirit of warmth, acceptance, respect, and trust towards colleagues and cadets

Additional Considerations

• Availability to work occasional nights and weekends when given satisfactory advanced notice
• Experience working in higher education or human resources
• Working knowledge of Title IX, Clery Act, VAWA, FERPA, and other relevant state and federal statutes
• A bachelor's degree
• Working knowledge of trauma-informed care and intervention

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position. On-line applications are accepted until the position is filled. In addition to the online application, please provide a cover letter of interest, a resume, and the names and contact information of three professional references. A criminal background check is required for the selected candidate.

Contact Information

Name: Matthew Hart

Phone: 540-464-7051

Email: hartmp@vmi.edu

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019. Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.