Receptionist and Administrative Assistant

Virginia Tech•Roanoke, VA

2d•Onsite

About The Position

The Fralin Biomedical Research Institute (FBRI) at VTC located in Roanoke, VA is seeking a full-time Receptionist and Administrative Assistant. Reporting to the Executive Office Operations Director, this position will serve as a receptionist for the Institute and also provide administrative support to the Chief Health Sciences Growth and Innovation Officer, and Chief Financial Officer for the FBRI and Associate Vice President for Finance and Operations for Virginia Tech Health Sciences & Technology. This position operates within a culture of excellence and requires a high degree of confidentiality, flexibility, and collaboration across a matrixed organization. Success in this role requires a proactive, attentive, and solutions-oriented approach to maintaining a welcoming and professional environment. The individual will demonstrate strong interpersonal, communication, organizational, and time-management skills, with the ability to effectively manage competing priorities and time-sensitive responsibilities while supporting both administrative and front-facing operations.

Requirements

Administrative experience with calendaring, scheduling and supporting meetings.
Proven ability to cultivate positive working relationships, build and maintain a team-based approach, and gain the trust and respect of all levels of internal and external constituencies.
Demonstrated ability to work with sensitive and confidential matters and perform duties with a high level of professionalism, confidentiality, flexibility, discretion, judgment, diplomacy, and tact.
Must communicate clearly and concisely, both verbally and in writing.
Superior customer service attitude and professional demeanor.
Ability to maintain/handle confidential information appropriately.
Demonstrated proficiency in Microsoft Office applications.
Ability to work in a fast paced, high stress environment with a high degree of efficiency.
Must be detail oriented and highly organized.
Ability to multi-task and work independently with minimal supervision.
Experience in customer service environment.

Nice To Haves

Experience in an academic or medical environment.
Degree in business administration or other related field or equivalent applicable experience.

Responsibilities

Scheduling and providing calendar support; managing meeting requests; coordinating visit itineraries; and providing planning and on-site assistance for individual and group meetings, including catering and scheduling.
Coordinates and books travel arrangements and processes financial invoices and reimbursements.
Provides a professional and courteous presence and support for all internal and external constituents.
Maintaining and projecting a stellar customer service approach and philosophy consistent with the support team standards of FBRI.
Answers phone lines and greets visitors, ensuring a positive and professional first impression.
Monitors cameras and elevator traffic to maintain awareness of building activity, working closely with building security for any issues or causes for concern.
Monitors the loading dock and coordinates incoming deliveries to the appropriate individuals/locations.
Issues visitation badges to all guests and ensure appropriate access.
Refer callers and visitors to appropriate individuals, labs and locations.
Monitors shared classroom space and makes room and parking reservations upon request, maintaining a schedule regarding the use of shared classrooms.
Maintains a collaborative work environment with other front office personnel to ensure consistent front desk coverage and operations.
Maintains the supply closet for Riverside 2 and orders supplies as needed.
Receives and sorts the incoming mail as needed.
Provides administrative support as assigned which may include tasks in HR, finance, communications, etc.
Assists with special events.
As a receptionist, this position serves as the first point of contact and plays a central role in shaping the experience of visitors, research participants, collaborators, and VIP guests at FBRI and SOM