"Administrative Assistant"

Administrative Assistant

Company: Virginia Tech

Job Location: Blacksburg, 24061

Category: Administrative Assistants

Type: Full-Time

Job Description

The Department of Biomedical Sciences and Pathobiology is seeking a highly organized and detail-oriented Administrative Assistant to provide essential support for the department's day-to-day operations. The ideal candidate will manage a variety of administrative tasks to ensure smooth departmental workflow and efficient processes.

Key Responsibilities:

• Process departmental orders and invoices through Hokie Mart, ensuring timely and accurate transactions.
• Handle reimbursements for department members, maintaining compliance with university policies and procedures.
• Reconcile leave balances and monitor time for wage employees, ensuring proper tracking and documentation.
• Oversee inventory management, including tracking, ordering, and maintaining supplies and equipment for the department.
• Assist with wage and student hire processes, ensuring timely entry and accurate onboarding of new employees.
• Enter grade changes and process force-add requests on behalf of instructors in collaboration with the registrar.
• Manage and update content on the department's website, ensuring timely and accurate communication of important information.
• Provide administrative support to the department head and fiscal manager, assisting with tasks such as calendar management, meeting scheduling, and special projects.
• Assist with the coordination of departmental events, seminars, and meetings, including logistics, communication, and preparation of materials.
• Maintain confidential records and files, ensuring proper documentation and compliance with university policies.
• Perform other related duties as assigned to support the smooth functioning of the department.

Required Qualifications

• Strong attention to detail and ability to handle multiple tasks in a fast-paced environment.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite.
• Ability to work independently and as part of a team.
• Strong organizational skills and ability to prioritize tasks effectively.

Preferred Qualifications

• Experience using Hokie Mart, Chrome River, and TimeClock.
• Completion of Virginia Tech's Fiscal Training Program

Pay Band: 3; Salary

Overtime Status: Non-Exempt: Eligible for overtime

Appointment Type: Regular

Salary Information: Commensurate with Experience

Hours per week: 40, or as needed

Review Date: 7/7/2025

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