Academic Affairs Administrative Assistant

Details•Blacksburg, VA

1d•$45,000

About The Position

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).

Requirements

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

Nice To Haves

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

Responsibilities

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)
Data entry, tracking and report generation
Purchasing in Hokie Mart
Travel in Chrome River
Student Immunization Records
Visiting Professor Records
Wage and P14 payments
Reconciliation reports
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)