Receptionist and Administrative Assistant

Job Description

The Fralin Biomedical Research Institute (FBRI) at VTC located in Roanoke VA is seeking a full-time Receptionist and Administrative Assistant.

Reporting to the Executive Office Operations Director this position will serve as a receptionist for the Institute and also provide administrative support to the Chief Health Sciences Growth and Innovation Officer and Chief Financial Officer for the FBRI and Associate Vice President for Finance and Operations for Virginia Tech Health Sciences & Technology.

This position operates within a culture of excellence and requires a high degree of confidentiality flexibility and collaboration across a matrixed organization. Success in this role requires a proactive attentive and solutions-oriented approach to maintaining a welcoming and professional environment. The individual will demonstrate strong interpersonal communication organizational and time-management skills with the ability to effectively manage competing priorities and time-sensitive responsibilities while supporting both administrative and front-facing operations.

While providing administrative support to the Chief Health Sciences Growth and Innovation Officer and Chief Financial Officer and Associate Vice President for Finance and Operations the primary responsibilities include:
Scheduling and providing calendar support; managing meeting requests; coordinating visit itineraries; and providing planning and on-site assistance for individual and group meetings including catering and scheduling. Coordinates and books travel arrangements and processes financial invoices and reimbursements. Provides a professional and courteous presence and support for all internal and external constituents.

As a receptionist providing front desk operations and customer service for the Institute this positions primary responsibilities include:
Maintaining and projecting a stellar customer service approach and philosophy consistent with the support team standards of FBRI.
Answers phone lines and greets visitors ensuring a positive and professional first impression.
Monitors cameras and elevator traffic to maintain awareness of building activity working closely with building security for any issues or causes for concern.
Monitors the loading dock and coordinates incoming deliveries to the appropriate individuals/locations.
Issues visitation badges to all guests and ensure appropriate access.
Refer callers and visitors to appropriate individuals labs and locations.
Monitors shared classroom space and makes room and parking reservations upon request maintaining a schedule regarding the use of shared classrooms.
Maintains a collaborative work environment with other front office personnel to ensure consistent front desk coverage and operations.
Maintains the supply closet for Riverside 2 and orders supplies as needed.
Receives and sorts the incoming mail as needed.
Provides administrative support as assigned which may include tasks in HR finance communications etc. Assists with special events.
As a receptionist this position serves as the first point of contact and plays a central role in shaping the experience of visitors research participants collaborators and VIP guests at FBRI and SOM

Required Qualifications

Administrative experience with calendaring scheduling and supporting meetings.
Proven ability to cultivate positive working relationships build and maintain a team-based approach and gain the trust and respect of all levels of internal and external constituencies.
Demonstrated ability to work with sensitive and confidential matters and perform duties with a high level of professionalism confidentiality flexibility discretion judgment diplomacy and tact.
Must communicate clearly and concisely both verbally and in writing.
Superior customer service attitude and professional demeanor.
Ability to maintain/handle confidential information appropriately.
Demonstrated proficiency in Microsoft Office applications.
Ability to work in a fast paced high stress environment with a high degree of efficiency.
Must be detail oriented and highly organized.
Ability to multi-task and work independently with minimal supervision.
Experience in customer service environment.

Preferred Qualifications

Experience in an academic or medical environment.
Degree in business administration or other related field or equivalent applicable experience.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Restricted

Salary Information

Commensurate with Experience

Hours per week

40

Review Date

06/26/2026

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.