Office Manager

Virginia Tech • Suffolk, VA

21h • Onsite

About The Position

This position has primary responsibility for management of the administrative office and critical business practices at Virginia Tech's Tidewater Agricultural Research and Extension Center (Tidewater AREC). Located in Suffolk, Virginia (village of Holland) Tidewater AREC is one of the largest off-campus units within the university's College of Agriculture and Life Sciences/ Virginia Agricultural Experiment Station. Tidewater AREC is currently home to eight resident faculty members, three postdoctoral associates, 14 full-time staff, numerous part-time wage and student employees, 11 graduate students; and has an annual research budget of approximately $2 million and personnel budget of $2.1 million. In this role, the Office Manager will be expected to oversee day-to-day fiscal management activities and selected human resources operations in cooperation with college human resources staff. The most critical areas of responsibility are accounting for and reconciliation of over 200 individual funds; financial reporting (monthly, annually, multi-year) at both the unit level as well as the individual faculty level; providing support for procurement and receiving shipments; payroll projections and entry; and local human resource tasks including I-9 verification and collection/submission of documents to CALS HR related to new hires. Other tasks include assistance with coordinating facility repair and maintenance with internal offices (i.e., University Facilities) including communicating with external contractors, service on the TAREC safety committee, providing scheduling and communications support for the Tidewater AREC Director and Assistant Director, and development of guidelines and protocols that increase the efficiency of business operations at the Tidewater AREC. The Office Manager will also work with a part-time (30 h/week) office assistant who focuses on procurement activities and vendor relations. Administratively, the position reports to the Tidewater AREC Director with input from the Assistant Director. The position assists Tidewater AREC faculty, college fiscal / human resources leaders, and Tidewater AREC senior staff. Probationary evaluation and subsequent annual evaluations will be based on input from all TAREC administrators, faculty, and staff. Success in this position will be heavily dependent on the candidate being self-motivated, highly organized, an excellent problem-solver, and service-focused. Excellent communications and collaborative leadership abilities are critical given the size and scope of ongoing activities at Tidewater AREC. Physical and technological resources, training, and a strong peer support network will be provided to facilitate a successful transition to Virginia Tech’s fiscal, human resources, inventory, and safety operational systems.

Requirements

• A positive and collaborative attitude with service-oriented mindset.
• Computing experience with emphasis on the Microsoft suite of applications including Word, Excel, Outlook, OneDrive/Sharepoint and Teams.
• Demonstrated ability to interpret and follow organizational procedures.
• Ability to maintain accurate digital and paper records in an organized manner.
• Ability to communicate effectively in oral and written English.
• Ability to maintain confidentiality as required in matters related to personnel management.
• Ability to multitask effectively and efficiently.
• Ability to become proficient in the use of Virginia Tech proprietary software/databases used in fiscal, HR, safety, etc. within 6-months of start date.

Nice To Haves

• University degree (BA/BS/MBA) in agricultural economics and/or business administration, business management, or accounting.
• Demonstrated skills (coursework and/or experience) in financial data management, administrative office management and/or accounting.
• Demonstrated leadership/supervisory experience in a business setting.

Responsibilities

• Management of the administrative office and critical business practices.
• Oversee day-to-day fiscal management activities.
• Manage selected human resources operations in cooperation with college human resources staff.
• Accounting for and reconciliation of over 200 individual funds.
• Financial reporting (monthly, annually, multi-year) at both the unit level as well as the individual faculty level.
• Provide support for procurement and receiving shipments.
• Payroll projections and entry.
• Local human resource tasks including I-9 verification and collection/submission of documents to CALS HR related to new hires.
• Assist with coordinating facility repair and maintenance with internal offices (i.e., University Facilities) including communicating with external contractors.
• Service on the TAREC safety committee.
• Provide scheduling and communications support for the Tidewater AREC Director and Assistant Director.
• Development of guidelines and protocols that increase the efficiency of business operations at the Tidewater AREC.
• Work with a part-time office assistant who focuses on procurement activities and vendor relations.

Benefits

• Physical and technological resources, training, and a strong peer support network will be provided to facilitate a successful transition to Virginia Tech’s fiscal, human resources, inventory, and safety operational systems.
• Endorses and encourages participation in professional development opportunities and university shared governance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree