Job Description

Provides administrative assistance to Department Head and Department of Small Animal Clinical Sciences of the Virginia-Maryland College of Veterinary Medicine, at Virginia Tech, in Blacksburg Virginia. This position ensures an organized and efficient level of daily office management. The Administrative Assistant will assist in fiscal and administrative duties while adhering to all University policies and procedures. This position will be responsible for:


Hiring coordination to include scheduling interviews, inputting data into PageUp and
maintenance for permanent and temporary positions (locums). This includes assisting with TOFO's, generating license applications, and hospital documents. Maintain faculty files.


Processing personnel actions in Banner Assisting with incoming interns, specialty interns and residents. This will include assisting
faculty with the Match program; handling the schedule for their orientations; assisting with the hiring paperwork and onboarding; handling banner transactions; outgoing certificates, gifts and reception planning.


Maintaining department heads calendar and assisting with scheduling appointments Assisting the faculty with standardized formatting for promotion & tenure dossiers. Assisting Department Head with monthly leave reports Placing departmental orders within Hokiemart (VT ordering platform). Primary point of contact for departmental orders assisting faculty/staff with expenditures using their professional development or startup funds. Maintaining minutes at monthly department meetings and generating the monthly agenda Maintaining own department purchase card and reconciliations monthly Working closely with the Director of SACS Operations. Have an understanding of Chrome River to handle travel when the director is out. Coordinating departmental events Collecting and distributing mail, maintaining stock of dept supplies Maintaining department swag needed for new hires (faculty, staff, interns, residents) Point of contact for the Small Animal Department

Required Qualifications

Experience providing administrative support; high level of organization and capable to prioritize work, as well as perform multiple tasks simultaneously; strong computer skills with advanced word processing and spreadsheet skills; ability to follow directions and complete work independently and within a team environment; excellent communication and interpersonal skills with the ability to work effectively with a diverse clientele and to create and maintain collaborative relationships.

Preferred Qualifications

AA degree in business or related area; Professional Secretary or Administrative Certification; experience in Banner HR and Finance; bookkeeping/accounting experience; working knowledge of university policies and procedures including the accounting and financial systems; strong office management experience; successful experience with events coordination. Working knowledge of veterinary or human health areas.

Pay Band

3; Salary

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Starting at $37,500 commensurate with experience

Hours per week

32

Review Date

11/3/2025

Additional Information

The successful candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.



Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.



Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.



If you are an individual with a disability and desire an accommodation, please contact

Courtney Snead

at

csnead@vt.edu

during regular business hours at least 10 business days prior to the event.




Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force.

Equal Opportunity Employer