Administrative Assistant

Job Description

Provides administrative assistance to Department Head and Department of Small Animal Clinical Sciences of the Virginia-Maryland College of Veterinary Medicine, at Virginia Tech, in Blacksburg Virginia. This position ensures an organized and efficient level of daily office management. The Administrative Assistant will assist in fiscal and administrative duties while adhering to all University policies and procedures. This position will be responsible for:
- Hiring coordination to include scheduling interviews, inputting data into PageUp and
maintenance for permanent and temporary positions (locums). This includes assisting with
TOFO’s, generating license applications and hospital documents. Maintain faculty files.
- Processing personnel actions in Banner
- Assisting with incoming interns, specialty interns and residents. This will include assisting
faculty with the Match program; handling the schedule for their orientations; assisting with the hiring paperwork and onboarding; handling banner transactions; outgoing certificates, gifts and reception planning.
- Prepare P&T documents in readiness for deadlines of mandatory P&T (promotion and
tenure). Maintain P&T files.
- Monthly reconciliation in FINTRACS
- Assist Department Head with monthly leave reports and logging leave requests submitted
- Maintaining department heads calendar and scheduling appointments
- Coordination of faculty retreats and department celebrations
- Maintain minutes at monthly department meetings
- Collect and distribute mail, maintain stock of dept supplies
- Work closely with the Director of SACS Operations. Have an understanding of Hokiemart and Chrome River to handle orders and travel when the director is out.
- Maintain department swag needed for new hires, locums, and interview candidates
- Point of contact for the Small Animal Department

Required Qualifications

Experience providing administrative support; strong computer skills with advanced word processing and spreadsheet skills; ability to follow directions and complete work independently and within a team environment; high level of organization and capable to prioritize work, as well as perform multiple tasks simultaneously; excellent communication and interpersonal skills with the ability to work effectively with a diverse clientele and to create and maintain collaborative relationships.

Preferred Qualifications

AA or Bachelor's degree in business or related area; Professional Secretary or Administrative Certification; experience in Banner HR and Finance; bookkeeping/accounting experience; working knowledge of university policies and procedures including the accounting and financial systems; strong office management experience; successful experience with events coordination.

Pay Band

3; Salary - Part time (32 hours per week)

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

To commensurate with experience 

Hours per week

32

Review Date

5/1/2025

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 milli