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Job No. 139518

  • Job Title:
  • Administrative Assistant
  • Employer:
  • VT
  • Location:
  • Roanoke , VA
  • Posting Date:
  • 11-Oct-2018
  • Description:
  • About Virginia Tech:
    Virginia Tech is a public land-grant university, committed to teaching and learning, research, and outreach to the Commonwealth of Virginia, the nation, and the world. Building on its motto of Ut Prosim (that I may serve), Virginia Tech is dedicated to InclusiveVT—serving in the spirit of community, diversity, and excellence. We seek candidates who adopt and practice the Principles of Community, which are fundamental to our on-going efforts to increase access and inclusion, and to create a community that nurtures learning and growth for all of its members. Virginia Tech actively seeks a broad spectrum of candidates to join our community in preparing leaders for the world.

    Position Summary:
    The Administrative Assistant provides comprehensive administrative support for the offices of the Vice President for Health Science & Technology Office, Virginia Tech, and the Executive Director, VTCRI in Roanoke, VA. Under the direction of the Chief of Staff, this position actively manages the calendars and meeting requests for staff in HST and VTCRI; coordinates and implements on-site logistics, including catering, for group meetings involving colleagues and stakeholders; assists in the preparation of daily briefing materials; and supports additional scheduling requests as identified by the Chief of Staff. The Administrative Assistant coordinates and books travel arrangements for senior team members, including providing appropriate fund information to Finance.

    The Administrative Assistant provides phone coverage; develops a deep understanding of and communicates office processes; and serves as a primary point of contact for university and non-university colleagues. The Administrative Assistant maintains office supply inventories and is responsible for processing of invoices and travel reimbursements for the HST and VTCRI offices.

    The Administrative Assistant operates as part of a unified support team that works collaboratively with administrative staff within VP of HST, TBMH and across the VTCRI organization. The role requires a high degree of confidentiality, flexibility, and collaboration across a matrixed organization. The Administrative Assistant exhibits excellent interpersonal communication and organizational skills; possesses a high level of organization and time management skills to manage time sensitive and competing priorities.

    Required Qualifications:
    -Demonstrated experience with calendaring, complex 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 have excellent interpersonal, organizational, and communication skills, and the ability to interact respectfully with all individuals in a diverse multicultural environment.
    -Experience using Microsoft Office Suite; proficiency using Outlook scheduling and mail tools.

    Preferred Qualifications:
    - Prior experience at Virginia Tech or other higher education environment.
    - Knowledge of university forms, policies, and procedures.
    - Previous experience with university systems such as Banner, HokieMart and travel system preferred.

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