Academic Affairs Administrative Assistant

Job Description

Serves as Administrative Support for the Office of Academic Affairs, to include the Associate Dean of Professional Programs, the Assistant Dean of Student Affairs and Admissions, the Director of Student Support, the Director of Assessment, the Office Manager and as administrative support for the Chair of the Curriculum Committee. Serves as receptionist for the Academic Affairs office.

Administrative Support to Associate/Assistant Dean, Directors and Chair

• Meeting coordination
• Written correspondence
• Proof reading and editing
• Phone support
• Scheduling coordination and management
• Travel arrangements and conference registrations
• Agenda management
• Purchasing
• Notary Public Services
• Support student accommodation services
• Phone, in-person and written communication with stakeholders (students, student families, faculty, staff, alumni, and the veterinary community)
  
  

Records Management

• Data entry, tracking and report generation
• Purchasing in Hokie Mart
• Travel in Chrome River
• Student Immunization Records
• Visiting Professor Records
  
  

Fiscal Management

• Wage and P14 payments
• Reconciliation reports
  
  

Events Management

• Aid in planning and execution of all Academic Affairs managed events (including but not limited to DVM Commencement, New Student Orientation, White Coat Ceremony, Student Interviews, Student Immunization Clinics with Schiffert Health Center, Student Service Events).
  
  

Required Qualifications

Previous experience working in a professional office environment; Must have great attention to detail and fiscal skills; Ability to prioritize and manage multiple tasks concurrently; Excellent communication skills.

• Excellent written and oral communications skills with demonstrated experience working in a professional office environment.
• Fiscal experience such as working with accounting systems, fiscal processing and reconciliations.
• Proficiency with software such as Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.
• Commitment to fostering inclusive environments and establishing positive, productive working relationships with diverse groups of constituents.
• Demonstrated attention to detail and ability to organize, plan, and prioritize work while simultaneously managing multiple tasks.
• Experience designing and implementing programs, events, and/or educational activities.
• Excellent analytical skills with the ability to investigate and resolve discrepancies and ensure integrity of data.
• Ability to handle and maintaining confidential records appropriately.
• Self-motivated with the ability to work independently.
  
  

Preferred Qualifications

• Preference given for demonstrated experience working with people in higher education (including students, staff, faculty and administrators), event planning experience and familiarity with veterinary medicine, and university and state policies and procedures.
• Proficiency with or demonstrated ability to learn software systems used at Virginia Tech such as Hokie Mart, Chrome River, QuestionPro or Qualtrics, Docusign, Salesforce, PageUp, Canvas, Doodle or other polling software, Leave & Time Worked Reporting System.
  
  

Pay Band

3; Salary

Appointment Type

Regular

Salary Information

Starting at $45,000; commensurate with experience

Review Date

2/10/2025

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges , a school of medicine , a veterinary medicine college, Graduate School , and Honors College . The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers . A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance . These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Angie Webb at awwebb@vt.edu during regular business hours at least 10 business days prior to the event.