Administrative & Fiscal Assistant - Portsmouth
About The Position
This position works independently with general direction from the Unit Coordinator, providing customer service and administrative support to unit faculty and staff. The role handles the unit’s administrative, fiscal, and business functions, including routine and nonroutine fiscal matters, purchasing, accounting, travel reimbursements, expense reports, budget reconciliations, fixed-asset and key-control records, and compliance with university and state policies and procedures. The assistant responds to requests for information or materials by phone, electronically, or in person; serves as the Continuity of Operations Plan (COOP) coordinator; supports grant-related paperwork and logistics; assists with writing, editing, and distributing communications; and completes special projects and other assigned duties. The position is hourly, non-exempt, and eligible for overtime. The schedule varies, and the stated pay range is $19–$22. A driver’s license check with an acceptable and safe driving record and a criminal conviction check are required. Virginia Tech is unable to sponsor work visas for this vacancy.
Requirements
- Training or experience performing tasks that support a professional office environment.
- Computer skills in word processing applications, database management, electronic spreadsheets, email, and the internet.
- Strong communication and interpersonal skills.
- Ability to prioritize and manage time effectively while handling multiple tasks.
- Experience with technical duties such as reviewing and processing procurement transactions.
- Ability to perform monthly reconciliations.
- Ability to accurately process accounts receivable and accounts payable transactions in compliance with university policy and state and federal regulations.
- A driver’s license check with an acceptable and safe driving record is required.
- A criminal conviction check is required.
Nice To Haves
- Previous administrative support experience.
- Experience maintaining accounts and personnel records.
- Ability to follow policies and procedures with little supervision.
- Strong knowledge of accounting principles.
- Experience with Excel databases, Banner, and Quicken.
- Understanding of Commonwealth of Virginia policies and Generally Accepted Accounting Principles (GAAP).
- Experience with grant management.
- Experience in a Cooperative Extension, college, or university setting.
- Bachelor of Science degree in an applicable discipline.
Responsibilities
- Provide administrative support and customer service to unit faculty and staff.
- Handle administrative, fiscal, and business functions for the unit, including routine and nonroutine fiscal issues.
- Respond independently to requests for information or materials by phone, electronically, or in person.
- Prepare and process purchasing, accounting, and travel reimbursement transactions in systems such as Banner.
- Maintain accurate and timely expense reports and prepare monthly budget-report reconciliations.
- Oversee fixed assets and key-control records.
- Apply university and state policies and procedures.
- Serve as the Continuity of Operations Plan (COOP) coordinator.
- Assist unit offices with grant-related paperwork and logistics.
- Assist with writing, editing, and disseminating communications and posts.
- Complete special projects and other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
