Program Assistant

Position Information

Position Information

Working Title: Program Assistant
Role Title: Administrative & Office Specialist III
Posting Number: SW0170743
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 Virginia Tech Language and Culture Institute (VTLCI) is seeking qualified candidates for the position of Program Assistant to provide general administrative support as part of the front office/reception area. General responsibilities of this position include: Accurately, courteously, and diplomatically responding to student, staff and faculty inquires; Accurately ordering and processing purchase requests, invoices, and reimbursements; Processing travel loans and reimbursements for LCI employees; Providing administrative support to assist in drafting and mailing assigned correspondence; Accurately entering into and accessing data from LCI and VT databases; Maintaining electronic and hard copy files and other duties as assigned to ensure efficient operation of the front office/reception area. This position will also assist with a number of logistical, fiscal and payroll responsibilities including: Packaging and shipping of materials for recruitment fairs and meetings; Assist with making travel arrangements and reservations; Creating and mailing invoices to students and student sponsors; Posting student and sponsor payments in the student enrollment database; Inputting and uploading student applications, student documents, and student data into the student enrollment database, and processing disbursement requests and P-14’s.

Required Qualifications:

- Previous experience providing administrative and fiscal support in an academic or professional environment
- Experience using computer software applications such as word processing, spreadsheets, databases, and electronic mail
- Strong interpersonal communication, customer service, and organizational skills
- Ability to multi-task
- Ability to work independently and in a team environment
- Ability to interact comfortably and courteously with individuals in a diverse multicultural environment
- Ability to manage competing priorities and maintain strict attention to detail

Preferred Qualifications:

- Project management experience in a complex, fast-paced professional academic or business environment
- Related college degree or training
- Experience with HokieMart and TEM system
- Experience processing travel authorizations, loans, and reimbursements as well as making travel arrangements and reservations
- Experience with large databases and information systems such as Banner
- Knowledge of university policies and procedures

Employment Conditions: Must have a criminal background check
Must have a conviction check: Yes
Describe Other:
Employment Comments:

Must have a background check

How to Apply for this Job:

Interested applicants should complete an online application at and attach a resume, cover letter, and three references.

Employee Category: Staff (Salary)
Appointment Type: Restricted
If restricted or temporary, enter end date: open-ended, subject to enrollment
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: Up to $38,000 Depending on Qualifications
Department: Language & Culture Institute_BB
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: M-F, 8-5pm
Posting Date: 09/13/2017
Review Begin Date:
Job Close Date: 09/29/2017
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