Administrative Assistant

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. Position responsibilities include:

• Assisting Department Head: maintaining calendar and scheduling appointments, monthly leave reporting
• Work closely with the Director of Small Animal Clinical Sciences Operations for day-to-day needs, tasks, projects
• Point of contact for Small Animal Department
• Hiring coordination: 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. Maintaining faculty files.
• Processing personnel actions in Banner
• Assisting with incoming interns, specialty interns and residents: the VIRMP, organizing and facilitating orientations, hiring paperwork, overseeing outgoing certificates, gifts, and reception planning.
• Maintaining own departmental purchase card and monthly reconciliations
• Assisting faculty members with standardized formatting for promotion & tenure dossiers
• Generating the agenda for monthly department meetings and maintaining minutes
• Assisting with departmental orders and reimbursements through Hokiemart and the Emburse systems
• Maintaining department swag needed for new hires (faculty, staff, interns, residents)
• General administrative tasks: collecting/distributing mail, maintaining stock of department supplies, coordinating departmental events