Administrative Assistant

Administrative Assistant

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.

Ensure departmental 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.

Verify the accuracy of invoices, submit them for payment, and reconcile funds on a monthly basis.

Oversee spending of departmental funds, providing financial information when asked by faculty and department head.

Enter grade changes and process force-add requests on behalf of instructors in collaboration with the registrar.

Provide administrative support to the department head and fiscal manager, assisting with tasks such as calendar management, meeting scheduling, and special projects.

Logistical coordination of departmental events, including seminars and meetings.

Ability to maintain confidentiality with sensitive material, including student grades, personnel records, and patient outcomes.

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 Banner Finance / HR.

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 : 10 / 22 / 2025

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

About Virginia Tech : Dedicated to its motto, Ut 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 an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors 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 numerous Extension offices and research 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.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Amanda Atkins at amanda1@vt.edu during regular business hours at least 10 business days prior to the event.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer