Office 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 Associate Director of Student Support, and the Office Manager. Serves as receptionist for the Academic Affairs office. This support includes but not limited to meeting coordination, written correspondence, phone support, scheduling, travel arrangements, conference registrations, etc.

Responsible for Academic Affairs purchasing in Hokie Mart and for travel processing in the University travel system. Processes Wage and P14 payments for department. Serves as records management and surplus coordinator for the office. Provides assistance with reconciliation reports. Provides back up support for Academic Affairs team as needed. Provides Notary Public services.

Supports all Academic Affairs events by aiding with the planning of and execution of all events to include but not limited to: DVM Commencement, New Student Orientation, White Coat Ceremony, Accommodations Exams, and Student Services events. This includes but is not limited to: ordering supplies and food, posting event charges, and support for both pre-event, event day and post-event, and other duties as needed.

Coordinates and maintains immunization records and communication of College requirements for all DVM Students. This includes aiding in the scheduling for Immunization Clinics with the University Schiffert Health Center.

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.

Preferred Qualifications

Preference given for previous experience working in an academic setting, event planning experience, familiarity with university and state policies and procedures and experience following university fiscal procedures. Knowledge of Microsoft Excel and Word, Hokie Mart, and University Travel system also preferred.

Pay Band

3; Salary

Appointment Type

Regular

Salary Information

Salary; Pay band 3 - commensurate with experience

Review Date

July 15, 2024; Open until filled

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 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, 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 Angela Webb at [email protected] during regular business hours at least 10 business days prior to the event.