Administrative Assistant

Virginia Tech•Blacksburg, VA

3d•Onsite

About The Position

Provides administrative assistance to the Department Head and the Department of Small Animal Clinical Sciences at the Virginia-Maryland College of Veterinary Medicine, Virginia Tech, in Blacksburg, Virginia. This position is responsible for maintaining an organized and efficient daily office management. The Administrative Assistant will support fiscal and administrative duties in compliance with all University policies and procedures.

Requirements

Administrative support experience with strong organizational skills.
Ability to prioritize tasks and manage multiple responsibilities simultaneously.
Proficiency in computer applications, with advanced skills in word processing and spreadsheets.
Ability to follow instructions and work independently and as part of a team.
Excellent communication and interpersonal abilities.
Proven ability to work effectively with a diverse range of individuals.
Criminal conviction check required.

Nice To Haves

Associates degree in business or a related field.
Certification as a professional secretary or administrative professional.
Experience using Banner, PageUp, or other VT systems.
Working knowledge of university policies and procedures.
Strong office management skills.
Working knowledge of veterinary or human health areas.
Experience integrating AI solutions into day-to-day operations to improve efficiency.

Responsibilities

Assisting the Department Head with calendar management and appointment scheduling, and monthly leave reporting.
Collaborating with the Director of Small Animal Clinical Sciences Operations on daily tasks, projects, and needs.
Serving as the point of contact for the Small Animal Department.
Coordinating hiring processes, including scheduling interviews, entering data into PageUp, and managing permanent and temporary positions (locums). This involves assisting with TOFOs, generating license applications, and hospital documents, as well as maintaining faculty files.
Processing personnel actions in Banner.
Assisting with incoming interns, specialty interns, and residents, which includes managing the VIRMP, organizing and facilitating orientations, handling hiring paperwork, and overseeing outgoing certificates, gifts, and reception planning.
Maintaining and reconciling the departmental purchase card monthly.
Supporting faculty members with standardized formatting for promotion and tenure dossiers.
Generating agendas for monthly department meetings and maintaining minutes.
Assisting with departmental orders and reimbursements through Hokiemart and Emburse systems.
Maintaining department swag for new hires (faculty, staff, interns, residents).
Performing general administrative tasks such as collecting and distributing mail, maintaining department supply stock, and coordinating departmental events.