"Academic Affairs Administrative Assistant"

Job Description

Serves as Administrative Support for the Office of Academic Affairs, to include the Associate Dean of Professional Programs, the Assistant Dean of Student Affairs and Admissions, the Director of Student Support, the Director of Assessment, the Office Manager and as administrative support for the Chair of the Curriculum Committee. Serves as receptionist for the Academic Affairs office.

Administrative Support to Associate/Assistant Dean, Directors and Chair

• Meeting coordination
• Written correspondence
• Proof reading and editing
• Phone support
• Scheduling coordination and management
• Travel arrangements and conference registrations
• Agenda management
• Purchasing
• Notary Public Services
• Support student accommodation services
• Phone, in-person and written communication with stakeholders (students, student families, faculty, staff, alumni, and the veterinary community)

Records Management

• Data entry, tracking and report generation
• Purchasing in Hokie Mart
• Travel in Chrome River
• Student Immunization Records
• Visiting Professor Records

Fiscal Management

• Wage and P14 payments
• Reconciliation reports

Events Management

• Aid in planning and execution of all Academic Affairs managed events (including but not limited to DVM Commencement, New Student Orientation, White Coat Ceremony, Student Interviews, Student Immunization Clinics with Schiffert Health Center, Student Service Events).

Required Qualifications

Previous experience working in a professional office environment; Must have great attention to detail and fiscal skills; Ability to prioritize and manage multiple tasks concurrently; Excellent communication skills.

• Excellent written and oral communications skills with demonstrated experience working in a professional office environment.
• Fiscal experience such as working with accounting systems, fiscal processing and reconciliations.
• Proficiency with software such as Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.
• Commitment to fostering inclusive environments and establishing positive, productive working relationships with diverse groups of constituents.
• Demonstrated attention to detail and ability to organize, plan, and prioritize work while simultaneously managing multiple tasks.
• Experience designing and implementing programs, events, and/or educational activities.
• Excellent analytical skills with the ability to investigate and resolve discrepancies and ensure integrity of data.
• Ability to handle and maintaining confidential records appropriately.
• Self-motivated with the ability to work independently.

Preferred Qualifications

• Preference given for demonstrated experience working with people in higher education (including students, staff, faculty and administrators), event planning experience and familiarity with veterinary medicine, and university and state policies and procedures.
• Proficiency with or demonstrated ability to learn software systems used at Virginia Tech such as Hokie Mart, Chrome River, QuestionPro or Qualtrics, Docusign, Salesforce, PageUp, Canvas, Doodle or other polling software, Leave & Time Worked Reporting System.

Pay Band

3; salary

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Starting at $45,000; commensurate with experience

Hours per week

40

Review Date

February 5 2026

Additional Information

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

If you are an individual with a disability and desire an accommodation, please contact Angie Webb at awwebb@vt.edu during regular business hours at least 10 business days prior to the event.

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