Administrative Coordinator

Virginia Tech•Blacksburg, VA

46d•Onsite

About The Position

Reporting to the Assistant Vice President for Planning & University Architect (AVP), the Administrative Coordinator supports the AVP and the Office of University Planning (OUP). The Administrative Coordinator performs a wide variety of duties to assist the AVP and has extensive interaction with Facilities Department and State, university and community stakeholders. This position will assist the AVP in preparing a wide range of written and graphic presentation materials (PowerPoint) that the AVP uses in engagement to the university community, including the quarterly Board of Visitor meetings. The Administrative Coordinator will be responsible for cataloging and maintaining data related to building programs, schedule, cost and other related items to inform future planning and design decisions to include the development of guidelines, policies and procedures related to work being performed by OUP. This position is also responsible for supporting general office functions, internal Facilities Department committees, and university governance committees that OUP supports as well as tracking ongoing projects and initiatives. This position will serve as the representative for the AVP in meetings as necessary. Successful candidates will rely on experience and judgment to accomplish tasks. The Administrative Coordinator will also support travel booking, expense reporting, time reporting, vehicle maintenance, the ordering of supplies, and managing needs that may arise during day-to-day operations. These activities will require monitoring of multiple deadlines simultaneously. This position requires the use of excellent judgement and decision-making to ensure the integrity and professionalism of the unit is maintained.

Requirements

Bachelor's degree in Business Administration, or related field, or equivalent level of training or experience
Experience providing administrative support in an academic or professional office environment
Experience handling sensitive and confidential information, documents, and files
Experience providing detailed and timely administrative support in a professional office environment
Proficiency with current computer software such as Microsoft Office suite and Outlook
Must be able to handle difficult situations, resolve travel issues, prioritize tasks, pay attention to detail, meet critical deadlines, and multitask
Ability to interact and communicate effectively, respectfully and tactfully with a high volume of individuals in a diverse environment
Ability to maintain composure and a positive attitude while dealing with multiple customer requests
Excellent interpersonal and organizational skills

Nice To Haves

Experience working in a university or higher education environment
Considerable knowledge of university organizational structure, policies and procedures
Experience using systems such as Banner, HokieMart, HokieServ, Timeclock Plus, or PageUp software
Extensive experience with Microsoft Office
Certified Administrative Professional designation

Responsibilities

Assist the AVP in preparing written and graphic presentation materials (PowerPoint).
Catalog and maintain data related to building programs, schedule, cost, and other related items.
Support general office functions.
Support internal Facilities Department committees and university governance committees that OUP supports.
Track ongoing projects and initiatives.
Serve as the representative for the AVP in meetings as necessary.
Support travel booking, expense reporting, time reporting, vehicle maintenance, and ordering of supplies.
Manage needs that may arise during day-to-day operations.
Monitor multiple deadlines simultaneously.
Utilize excellent judgment and decision-making to ensure the integrity and professionalism of the unit.