Administrative Operations Coordinator
About The Position
Provide high-level administrative and operational support to the Department Head in Agricultural, Leadership, and Community Education. Coordinate the Department Head’s calendar, meetings, travel, correspondence, briefing materials, faculty and stakeholder communications, and follow-up activities. Coordinate departmental annual reporting by establishing timelines, gathering information from faculty and staff, reviewing submissions for completeness and consistency, maintaining supporting records, and preparing materials for submission. Support confidential faculty personnel processes, including promotion and tenure, reappointment, annual review, and other faculty affairs documentation. Represent the Department Head in routine correspondence; greet and orient visitors; and maintain productive relationships with faculty, staff, students, alumni, donors, advisory groups, and other internal and external stakeholders. Serve as the department’s human resources representative and primary liaison for recruitment, hiring, funding, onboarding, employment changes, and other personnel transactions. Provide general financial coordination for shared departmental processes by clarifying requirements, organizing documentation, monitoring deadlines, and facilitating communication with college and university offices. Coordinate facilities, space, communications, and service or repair requests as assigned. Maintain confidentiality, professionalism, accuracy, and discretion while ensuring compliance with university, state, and federal requirements.
Requirements
- Experience providing administrative support to senior leadership, including complex calendar management, meeting coordination, correspondence, and follow-up activities.
- Experience coordinating human resources processes such as recruitment, hiring, onboarding, employment changes, or personnel records.
- Experience handling confidential or sensitive personnel and organizational information with sound judgment and discretion.
- Experience coordinating recurring reports, collecting information from multiple contributors, monitoring deadlines, and reviewing materials for completeness and accuracy.
- Experience using enterprise administrative systems in areas such as human resources, finance, records management, or reporting.
- Strong computer skills with word-processing, spreadsheet, presentation, calendar, collaboration, and document-management software.
- Excellent written and verbal communication, interpersonal, organizational, analytical, and time-management skills.
- Demonstrated ability to manage competing priorities, exercise independent judgment, and build effective working relationships with faculty, staff, students, university partners, and external stakeholders.
Nice To Haves
- Experience using Microsoft 365 applications and Adobe Acrobat.
- Experience with PageUp, Banner, Banner Time Entry, Cashnet, or comparable enterprise human resources, finance, and reporting systems.
- Experience supporting faculty personnel processes, including promotion and tenure, reappointment, annual review, leave, or other faculty affairs documentation.
- Experience compiling departmental, college, accreditation, assessment, or university reports from information supplied by multiple contributors.
- Experience preparing executive correspondence, briefing materials, meeting agendas, minutes, and action-item follow-up.
- Experience coordinating financial or administrative processes that require participation by multiple staff members or offices.
- Familiarity with university, state, and federal administrative policies and records-retention requirements.
- Experience in a higher education, public-sector, or similarly complex organization.
- Supervisory experience.
Responsibilities
- Provide high-level administrative and operational support to the Department Head.
- Coordinate the Department Head’s calendar, meetings, travel, correspondence, briefing materials, communications, and follow-up activities.
- Coordinate departmental annual reporting, including timelines, information gathering, review, records maintenance, and submission preparation.
- Support confidential faculty personnel processes, including promotion and tenure, reappointment, annual review, and other faculty affairs documentation.
- Represent the Department Head in routine correspondence and greet and orient visitors.
- Maintain productive relationships with faculty, staff, students, alumni, donors, advisory groups, and other stakeholders.
- Serve as the department’s human resources representative and primary liaison for recruitment, hiring, funding, onboarding, employment changes, and other personnel transactions.
- Coordinate shared financial processes by clarifying requirements, organizing documentation, monitoring deadlines, and facilitating communication with college and university offices.
- Coordinate facilities, space, communications, and service or repair requests as assigned.
- Maintain confidentiality, professionalism, accuracy, and discretion, and ensure compliance with university, state, and federal requirements.
Benefits
- Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
