Administrative and Fiscal Support Assistant
About The Position
The Administrative and Fiscal Support Assistant serves as the central receptionist for the Institute for Critical Technology and Applied Science (ICTAS) and is the first point of contact in the central administrative suite. This position provides central administrative support to many aspects of the institute, including greeting and directing visitors and incoming communications; scheduling use of multiple conference rooms; monitoring of conference rooms to ensure compliance with terms of use; ordering or procuring refreshments or meals for institute working meetings; and general assistance with institute receptions and other events. This position will facilitate, track, and update on-boarding and off-boarding communication and documentation for all ICTAS personnel as well as assist with creating/maintaining welcome documentation for new employees. Additional duties include, but are not limited to; mail and package distribution, preparation, and processing, maintenance of distribution lists, ordering and maintenance of general office supplies, and updating forms and procedures for the front desk duties. This position will also assist with entering and receiving of HokieMart orders, assist with processing invoices, assist with travel arrangements and processing of reimbursements for staff and guests, as well as assist with records management. The successfully selected candidate must be adaptable and flexible.
Requirements
- Demonstrated experience with computer software such as word processing, spreadsheets, and email.
- Strong organizational, communication and interpersonal skills.
- Demonstrated ability to work effectively with multiple deadlines while maintaining attention to detail.
- Demonstrated ability to work in a highly professional manner with diverse groups of faculty, staff, students, and visitors.
- Demonstrated ability to effectively handle multiple tasks, set priorities and work independently.
- Demonstrated experience working a front desk or customer-facing environment.
- Capacity for discretion and for handling confidential information with care.
Nice To Haves
- Previous administrative and fiscal support experience.
- Experience providing support in an academic or research environment.
Responsibilities
- Greeting and directing visitors and incoming communications
- Scheduling use of multiple conference rooms
- Monitoring of conference rooms to ensure compliance with terms of use
- Ordering or procuring refreshments or meals for institute working meetings
- General assistance with institute receptions and other events
- Facilitate, track, and update on-boarding and off-boarding communication and documentation for all ICTAS personnel
- Assist with creating/maintaining welcome documentation for new employees
- Mail and package distribution, preparation, and processing
- Maintenance of distribution lists
- Ordering and maintenance of general office supplies
- Updating forms and procedures for the front desk duties
- Assist with entering and receiving of HokieMart orders
- Assist with processing invoices
- Assist with travel arrangements and processing of reimbursements for staff and guests
- Assist with records management
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
1,001-5,000 employees
