ICAT Administrative Coordinator

Job Description

The Administrative Coordinator provides comprehensive administrative support for the ICAT leadership team. The position will coordinate and schedule meetings and manage calendars as well as arrange travel and other logistics required for university addition to leadership calendars this position will assist with department management of select facility calendars to ensure effective space usage. A successful candidate will be highly organized have the ability to work independently and as part of a team. The Administrative Coordinator will have event planning responsibilities such as but not limited to the weekly ICAT Playdate series and the annual ICAT Day as well as off-campus locations in the region. This position will be the primary support for the institutes advancement/development stewardship initiatives and be a key frontline liaison with external donors and constituents. The Administrative Coordinator is the first point of public contact for ICAT within the administrative offices. This is a full time on-site position and may require occasional evening and weekend hours in support of planned events.

Responsibilities include:
Supporting a broad variety of administrative tasks that facilitate the Executive Director and ICAT teams ability to effectively lead the organization
Operational support for Executive Director and facility calendar management
Meeting and event planning and execution
Advancement/engagement support

Required Qualifications

1. Demonstrated experience providing high-level administrative support for senior leadership positions
2. Demonstrated proficiency with a variety of computer software applications in word processing spreadsheets and calendar management (such as MSWord Excel Sharepoint and MS Outlook).
3. Demonstrated experience coordinating and implementing activities including meetings events and workshops
4. Ability to communicate effectively and concisely with internal and external constituent groups
5. Experience working independently within a team environment
6. Ability to maintain effective attention to detail and confidentiality
7. Ability to project a positive and professional image dealing with a variety of stakeholders both internal and external to the team
8. Effective and professional communication skills

Preferred Qualifications

1. Demonstrated administrative support and coordination of activities related to fundraising or donor stewardship
2. Experience with coordinating travel arrangements
3. Experience using enterprise systems assisting with travel purchasing and other administrative functions.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Restricted

Salary Information

$45000 - $50000

Hours per week

40

Review Date

May 29 2026

Additional Information

We are unable to sponsor work visas for this position.

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 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.

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