Administrative Assistant

Virginia Tech•Blacksburg, VA

3d•$45,000 - $55,000

About The Position

The Administrative Assistant supports and enhances the daily operations of Virginia Tech’s Office of the Vice President for Student Affairs. The position performs a mix of advanced administrative duties, project coordination, and liaison activities to support the Assistant Vice President and Dean of Students (AVP/DOS) and the Assistant Vice President for Student Engagement (AVP). Although the role provides direct calendaring and administrative support to those leaders, it is directly supervised by the Chief of Staff. The Administrative Assistant serves as a primary contact between the AVP/DOS and AVP and internal and external constituents and stakeholders. The role coordinates complex calendars and prepares leaders for meetings by arranging agendas, materials, and presentations. It also coordinates logistics for meetings, events, and guests, including space reservations, food orders, and RSVPs, while helping ensure the office operates efficiently and with appropriate information. The successful candidate works independently to manage complex administrative actions and resolve problems thoughtfully. They maintain a polite, professional manner in a fast-paced office with frequent visitors and exercise sound judgment, discretion, and confidentiality when navigating protocol and communicating in a highly visible position. The position is listed as regular, non-exempt, and eligible for overtime, with 40 hours per week and a base compensation range of $45,000–$55,000. A criminal conviction check is required.

Requirements

Demonstrable experience providing administrative support and/or working with a unit or senior-level manager in an academic or professional office environment.
Demonstrable experience working with web-based platforms such as SharePoint and Microsoft Office 365.
Demonstrable experience preparing outgoing correspondence and reports.
Considerable experience managing complex and dynamic schedules or calendars for senior-level management.
Demonstrated ability to assess needs, prioritize assignments, manage projects, and meet deadlines.
Significant experience working in a fast-paced environment with multiple interruptions.
Significant experience communicating and collaborating effectively with people from diverse backgrounds and with diverse needs.
Ability to work independently, make thoughtful decisions, and resolve problems.
Ability to exercise excellent judgment, discretion, and confidentiality.

Nice To Haves

Bachelor’s degree or equivalent experience in administration or a related field.
Knowledge of Virginia Tech’s organizational structure.
Experience with university-specific programs such as Banner and HokieMart.
Experience with university and Commonwealth of Virginia policies and procedures related to personnel transactions, student records, travel, records management, and similar areas.
Experience providing administrative support at the senior management level in higher education.

Responsibilities

Provide direct calendaring and administrative support to the Assistant Vice President and Dean of Students and the Assistant Vice President for Student Engagement.
Serve as a primary contact between the AVP/DOS, AVP, and internal and external constituents and stakeholders.
Schedule and coordinate the AVP/DOS and AVP’s calendars, ensuring they are prepared with agendas, materials, and presentations and remain on schedule.
Coordinate logistical arrangements for events, meetings, and guests, including space reservations, food orders, and RSVP management.
Help ensure the office operates in an informed and efficient manner.
Manage complex administrative actions independently and resolve problems through thoughtful decision-making.
Maintain professional decorum in a fast-paced environment with numerous internal and external visitors.
Navigate political protocol and etiquette, exercising judgment and discretion and maintaining confidentiality in communications.