Administrative Assistant

Job Description

The Department of Biomedical Sciences and Pathobiology is seeking a highly organized and detail-oriented Administrative Assistant to provide essential support for the department’s day-to-day operations. The ideal candidate will manage a variety of administrative tasks to ensure smooth departmental workflow and efficient processes.
Key Responsibilities:
•Process departmental orders and invoices through Hokie Mart, ensuring timely and accurate transactions.
•Handle reimbursements for department members, maintaining compliance with university policies and procedures.
•Reconcile leave balances and monitor time for wage employees, ensuring proper tracking and documentation.
•Oversee inventory management, including tracking, ordering, and maintaining supplies and equipment for the department.
•Assist with wage and student hire processes, ensuring timely entry and accurate onboarding of new employees.
•Enter grade changes and process force-add requests on behalf of instructors in collaboration with the registrar.
•Manage and update content on the department’s website, ensuring timely and accurate communication of important information.
•Provide administrative support to the department head and fiscal manager, assisting with tasks such as calendar management, meeting scheduling, and special projects.
•Assist with the coordination of departmental events, seminars, and meetings, including logistics, communication, and preparation of materials.
•Maintain confidential records and files, ensuring proper documentation and compliance with university policies.
•Perform other related duties as assigned to support the smooth functioning of the department.

Required Qualifications

• Strong attention to detail and ability to handle multiple tasks in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and as part of a team.
• Strong organizational skills and ability to prioritize tasks effectively.

Preferred Qualifications

• Experience using Hokie Mart, Chrome River, and TimeClock.
• Completion of Virginia Tech’s Fiscal Training Program

Pay Band

3; Salary

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Commensurate with Experience

Hours per week

40, or as needed

Review Date

7/7/2025

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.

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