Administrative Operations Coordinator

Job Description

Provides administrative support to the FST Department Head including accurate calendar maintenance and event planning. As a representative of the FST department head, maintains frequent contact with the department's faculty and staff, and provides services to visitors, callers, and others in the department; Provides operational and program support associated with the daily activities of the department; Handles human resources responsibilities related to recruitment, hiring, salary adjustments, and termination of faculty, staff, research faculty, and visiting scholars, and work visa paperwork; Prepares graduate student contracts, coordinates Graduate student evaluations and maintains accurate and time records of students progress; Prepares and coordinates scholarship and other award payment requests in collaboration with the Graduate and Undergraduate Program directors. Works closely with Assistant Director of Business operations to ensure accurate and consistent coordination between offices. Serves as a backup for requests for payments, travel reimbursements, and scholarship payment requests from department VT Foundation accounts and prepares monthly reconciliations of those accounts; Coordinates FST Department Head's office activities with other clerical staff; Assists the department head with preparation of reports, staff evaluations, and establishment of office policies and procedures.

Required Qualifications

Administrative support experience in an academic or professional office environment such as preparing professional business correspondence and spreadsheets, proofreading and editing, scheduling meetings, and maintaining a calendar of appointments; Fiscal experience such as working with accounting systems, fiscal processing, reconciliations; Proficiency with software such as Microsoft Office suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and Google products; Experience handling and maintaining confidential records appropriately; Self motivated with the ability to work independently; Ability to organize, plan, and prioritize work while simultaneously managing multiple tasks; Excellent analytical skills with the ability to investigate and resolve discrepancies and ensure integrity of data; Excellent written and oral communication and interpersonal skills; Ability to work collaboratively and effectively with individuals, units, and constituencies of diverse backgrounds.

Preferred Qualifications

Postsecondary education or equivalent training and/or experience; Knowledge of university policies and procedures related to human resources, payroll, and immigration; Proficiency with or demonstrated ability to learn software systems used at Virginia Tech such as Banner HR, Banner Finance, PageUp, Ensemble CMS, Canvas, Leave & Time Worked Reporting System, eVerify; Experience with desktop publishing software such as Adobe InDesign

Pay Band

3

Appointment Type

Regular

Salary Information

Commensurate with Experience

Review Date

12/15/2024

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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