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 $45000; 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.

About Virginia Tech

Dedicated to its mottoUt 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 aninclusive communitydedicated to knowledge discovery and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36000 undergraduate graduate and professional students in eightundergraduate colleges aschool of medicine aveterinary medicinecollegeGraduate School andHonors 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 numerousExtension officesandresearch institutes.A leading global research institution Virginia Tech conducts more than $650 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.