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Administrative Assistant

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Position Information

Position Information

Working Title: Administrative Assistant
Role Title: Administrative & Office Specialist III
Posting Number: SW0170612
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:

This position will support the administrative functions of the Business Center in the Pamplin College of Business. In addition, this role will also serve as the college scholarship coordinator. The ideal candidate must be professional, organized, and have strong interpersonal skills, and be an effective communicator. This position will report to the College Business manager and the responsibilities will include; Managing and maintaining the college on-line scholarship application system/database, working closely with the Scholarship and Financial Aid office and the college Awards Committee. Responsible for preparing committee documentation and implementing committee choices as well as verifying that scholarship recipient meet FAFSA, GPA, and other selection criteria. This position is also responsible for award form processing, reconciliations, award notification letters and media notification to recognize recipients. This position will also provide administrative support to the Business Center, including managing calendars, travel reservations, ordering office supplies, copier management, scheduling meetings and preparing agendas and minutes for meetings. Responsible for mail distribution, daily filing and records management of hardcopy files and electronic google drive files, contract routing and approval, assists with 208 and Virginia Tech Foundation reconciliations as needed, records destruction. Manage and distribute gift reports within the college. Maintain and manage Depart transactions and pull reports for Business Manager. Manage all foundation fund agreements. Payables and account reconciliation for Business Horizon’s. Back-up for payables including foundation payment request, hokiemart, travel, & fleet services. Back-up for wage hires, timeclock and other HR related tasks. Assist Business Manager and Director of Finance with data entry and data manipulation into excel for monthly reporting.

Required Qualifications:

Demonstrated experience in providing high-level of administrative support in a professional office environment; strong organization and time-management skills; ability to organize and promptly process varied assignments; ability to locate information from any source, using web or other university resources; experience utilizing various software applications such as Microsoft Office, specifically excel; ability to import and export data as well as manipulate data; focused attention to detail and the ability to meet deadlines in a high pace academic setting; excellent interpersonal and communication skills; ability and willingness to work flexibly with other assistants as a member of an administrative support team.

Preferred Qualifications:

Bachelor’s Degree in related field or years of relevant experience; significant experience in a service-oriented office setting; working knowledge of accounting principles and bookkeeping; working knowledge of university procedures; experience with managing and updating databases; experience in higher education; experience in supporting Senior Executives; experience with scholarships and/or student data; experience with Banner, Hokiemart, Microstrategy, Timeclock.

Employment Conditions:
Must have a conviction check: Yes
Describe Other:
Employment Comments:
How to Apply for this Job:

For a complete listing of position qualifications, and to apply, please visit, and search for posting SW0170612.

Review of applications will begin August 10, 2017.

Employee Category: Staff (Salary)
Appointment Type: Restricted
If restricted or temporary, enter end date:
FLSA Status: Non-exempt: Eligible for overtime
Academic Year or Calendar Year: Calendar Year
Percent Employment: Full-time
If part time, enter Percent Time:
Pay Band: 3
Pay Range:
Department: Dean of Business
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: 8am - 5pm
Posting Date: 08/02/2017
Review Begin Date: 08/10/2017
Job Close Date:
Restricted to university employees only? No
Equal Opportunity/Affirmative Action Statement:

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, gender, gender identity, gender expression, national origin, political affiliation, race, religion, sexual orientation, genetic information, or veteran 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 any other basis protected by law.

For inquiries regarding non-discrimination policies, contact the executive director for Equity and Access at 540-231-2010 or Virginia Tech, North End Center, Suite 2300 (0318), 300 Turner St. NW, Blacksburg, VA 24061.

Reasonable Accommodation Statement:

If you are an individual with a disability and desire accommodation please contact the hiring department.

Quick Link:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have an Interagency Placement Screening Form (Yellow Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only)
    • Yes
    • No
  2. * Do you have a Preferential Hiring Form (Blue Form) as issued under Policy 1.30 Layoff? (Commonwealth of Virginia Employees Only).
    • Yes
    • No
  3. * How did you first learn about this job opening?
    • Chronicle of Higher Education - online
    • Chronicle of Higher Education - print
    • Higher Ed Jobs (
    • Higher Education Recruitment Consortium - HERC (
    • Diverse Jobs (
    • Insight Into Diversity (
    • Indeed (
    • Roanoke Times Online (
    • Commonwealth of Virginia Jobs (
    • Virginia Tech job site (
    • Facebook
    • LinkedIn
    • Twitter
    • Job Fair (please describe below)
    • Journal (please describe below)
    • Listserv (please describe below)
    • Newspaper - print (please describe below)
    • Professional Conference (please describe below)
    • From a friend/acquaintance not associated with Virginia Tech (please name below)
    • From a Virginia Tech employee/representative/recruiter (please name below)
    • Veteran related event/site (please describe below)
    • Virginia Employment Commission - VEC
    • Other Virginia Tech affiliated website (please describe below)
    • Other job board such as Simply Hired, Career Builder, etc. (please describe below)
    • Other - Not listed (please describe below)
  4. Please describe recruiting source identified in previous question (if applicable):

    (Open Ended Question)

Required Documents

Required Documents
  1. Resume/Curriculum Vita
  2. Cover Letter
  3. List of References
Optional Documents