Administrative & Operations Manager

Virginia Tech•Blacksburg, VA

6d•Onsite

About The Position

We seek an Administrative and Operations Manager to support the Fraternity and Sorority Life team to ensure the smooth functioning of the department. This position provides comprehensive administrative, operational, fiscal, and communications support to the department while serving as a central point of contact for students, families, staff, and campus partners. Reporting to the Director, the incumbent will provide context and background information on issues, university policies, and departmental operations, while building and maintaining strong collaborative relationships with partners across campus. If you are passionate about providing outstanding customer service, please keep reading. Here’s what you need to know about the role: 1. You will join the Fraternity and Sorority Life (FSL): A department whose mission is to coach and educate our community, organizations, and members through cultivating leadership, encouraging personal growth, fostering health and safety, and expanding spaces of belonging for students to ExperienceVT while embracing Ut Prosim as a way of life. 2. You’ll be reporting to the Director of Fraternity & Sorority Life in a Regular twelve-month, 100% staff appointment. 3. You will be responsible for managing the office and serving as the primary point of contact for walk-ins, phone, and email inquiries; managing calendars; coordinating travel for departmental staff and students; creating and updating professional presentations; preparing and reviewing internal and external departmental communications; coordinating department record retention; and ensuring information shared through departmental websites and social media platforms remains accurate, timely, and accessible. The incumbent will clearly and effectively communicate important timelines, processes, and move-in details to students and other stakeholders. In addition, you will independently manage fiscal operations, including processing and monitoring accounts payable, procurement, travel management, monthly financial reconciliations, assisting with payroll and wage reconciliations, and reviewing electronic time entry and leave reporting. Additional responsibilities include hiring, training, and supervising student office assistants; maintaining office procedures and supplies; organizing and maintaining departmental records; supporting efficient daily operations; and assisting with special projects and other related duties as assigned. 4. You’ll have the chance to grow and take advantage of a development plan with opportunities to advance within the Department and the Division. 5. You’ll be offered a base compensation package between $47,000 and $50,000, along with a comprehensive benefits package that includes health insurance, paid leave, retirement, tuition assistance, VT discounts, and so much more.

Requirements

Demonstrated knowledge of standard, professional office operations, administrative practices, and procedures.
Proven background in records management, scheduling and calendar management, and budget administration
Experience providing customer service in a fast-paced, high-volume professional environment.
Demonstrated ability to communicate effectively, both orally and in writing, and to establish and maintain productive working relationships with individuals from diverse backgrounds and cultures.
Proficiency in Microsoft Office Suite applications, including Word, Excel, PowerPoint, Outlook, and Teams.
Evidence of performing work independently, prioritizing assignments, and managing multiple tasks simultaneously while meeting deadlines.
History of handling confidential, sensitive, and proprietary information with discretion and in accordance with established policies and procedures.

Nice To Haves

Associate’s or Bachelor’s degree in administrative support technology, Office Administration, or related field.
Prior experience working in higher education.
Knowledge of university policies and procedures related to travel, payroll, procurement, and human resources.
Proficiency with institutional software such as Banner, PageUp, HokieMart, HokieSpa, Chrome River, Leave System, and Banner Time Entry.
Advanced computer skills.

Responsibilities

Managing the office and serving as the primary point of contact for walk-ins, phone, and email inquiries
Managing calendars
Coordinating travel for departmental staff and students
Creating and updating professional presentations
Preparing and reviewing internal and external departmental communications
Coordinating department record retention
Ensuring information shared through departmental websites and social media platforms remains accurate, timely, and accessible
Clearly and effectively communicate important timelines, processes, and move-in details to students and other stakeholders
Independently manage fiscal operations, including processing and monitoring accounts payable, procurement, travel management, monthly financial reconciliations, assisting with payroll and wage reconciliations, and reviewing electronic time entry and leave reporting
Hiring, training, and supervising student office assistants
Maintaining office procedures and supplies
Organizing and maintaining departmental records
Supporting efficient daily operations
Assisting with special projects and other related duties as assigned