Skip to Main Content

Admin. Assistant to the Department Head

Position Information

Position Information

Working Title: Admin. Assistant to the Department Head
Role Title: Administrative & Office Specialist III
Posting Number: SW0180166
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:

• Provides administrative support to the Department Head including accurate calendar maintenance and event planning;
• As a representative of the department head, maintains frequent contact with the department’s faculty and staff, and provides services to visitors, callers, and others in the department;
• Provides operational and program support associated with the daily activities of the department;
• Handles human resources responsibilities related to recruitment, hiring, salary adjustments, and termination of faculty, staff, research faculty, and visiting scholars, and work visa paperwork;
• Prepares requests for payments, travel reimbursements, and scholarship payment requests from department VT Foundation accounts and prepares monthly reconciliations of those accounts;
• Provides website backup support for the BSE web page;
• Serves as Managing Editor and Design & Layout Editor for the semi-annual BSE newsletter;
• Coordinates Department Head’s office activities with other clerical staff;
• Assists the department head with preparation of reports, staff evaluations, and establishment of office policies and procedures.

Required Qualifications:

Administrative support experience in an academic or professional office environment such as preparing professional business correspondence and spreadsheets, proofreading and editing, scheduling meetings, and maintaining a calendar of appointments; Fiscal experience such as working with accounting systems, fiscal processing, reconciliations; Proficiency with software such as Microsoft Office suite (Word, Excel, Outlook, and PowerPoint), Adobe Acrobat, and Google products; Experience handling and maintaining confidential records appropriately; Self-motivated with the ability to work independently; Ability to organize, plan, and prioritize work while simultaneously managing multiple tasks; Excellent analytical skills with the ability to investigate and resolve discrepancies and ensure integrity of data; Excellent written and oral communication and interpersonal skills; Ability to work collaboratively and effectively with individuals, units, and constituencies of diverse backgrounds.

Preferred Qualifications:

Post-secondary education or equivalent training and/or experience; Knowledge of university policies and procedures related to human resources, payroll, and immigration; Proficiency with or demonstrated ability to learn software systems used at Virginia Tech such as Banner HR, Banner Finance, PeopleAdmin, Ensemble CMS, Canvas, Leave & Time Worked Reporting System, eVerify; Experience with desktop publishing software such as Adobe InDesign; Experience with website maintenance

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

To apply, please visit (Job posting #SW0180166). Applicants are encouraged to attach the following documents:

1. cover letter
2. curriculum vita
3. name and contact information for three references.

Employee Category: Staff (Salary)
Appointment Type: Regular
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: Pay Band 3, commensurate with experience
Department: Biological Systems Engineering
Work Location: Blacksburg
Location, if not Blacksburg:
Location Zip Code: 24061
Work Schedule: 8-5 M-F
Posting Date: 03/09/2018
Review Begin Date: 03/30/2018
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. Please describe your administrative office experience in a professional office environment.

    (Open Ended Question)

  4. Please describe knowledge and/or experience with performing duties according to University policy and procedures, including travel and procurement.

    (Open Ended Question)

  5. Briefly explain your experience working with Banner HR, Banner Finance, and Hokie Mart.

    (Open Ended Question)

  6. Please describe your experience using Microsoft Office software (i.e., Word, Excel, Access, & Outlook) or other office software packages.

    (Open Ended Question)

Required Documents

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