Administrative Assistant

Job Description

This position will provide administrative management for the Department of Entomology, in planning and coordinating all administrative support services. Tasks include a wide variety of administrative, business and financial operations, including the completion of human resource personnel requests and transactions along with fiscal support of wage payroll, graduate student stipend/tuition contracts, HokieMart reconciliation assistance, fixed asset reporting, PARs, and more. In this role, the specialist is responsible for organization and maintenance of all personnel records and coordinates faculty requests for hiring wage positions, as well as recruitment in PageUp for salaried positions, faculty, postdocs, and graduate students, including processing of I9s and P14s. The incumbent will process appropriate personnel information, such as visas (to include H1B visas) and other documentation for international students/employees, when necessary. Duties will also include entering wage payroll, entering graduate student contracts and tuition remissions, Fixed asset reporting; COOP reporting; Coordination of the processing of all PARs reports; Processing reimbursements through Foundation and HokieMart, and assisting in HokieMart reconciliation; Coordinating and communicating departmental leave reporting requirements. This position will also provide support facilitating Promotion and Tenure procedures and processing. Additionally, this position will provide support for departmental Cooperative Extension programs and occasional individual faculty programs. The successfully selected candidate is expected to work independently yet in close coordination with the rest of the administrative team and recommend solutions as issues arise. The candidate will develop the role as the main resource contact for the department with the general public as well as the faculty/staff and students in the department. The candidate will have strong organizational, communication and interpersonal skills with ability to work in a highly professional manner with a diverse group of faculty and staff. It is essential to the job to possess the ability to work on multiple projects simultaneously with a strong work ethic, exceptional customer service orientation, and ability to excel in a team environment.

Required Qualifications

Administrative support experience in an academic or professional office environment; Self-motivated with ability to work independently as well as in a team environment; Strong communication, organizational, and interpersonal skills; Ability to communicate effectively with a diverse customer base; Demonstrated ability to work effectively with multiple deadlines while maintaining attention to detail; Strong competency in writing, grammar, composition and proofreading; Ability to exercise judgment and confidentiality in dealing with people, information, and problems; Demonstrated proficiency with current office computer software such as MS Word, Excel, PowerPoint, and Outlook.

Preferred Qualifications

Experience with PageUp, Banner, Scholar, HokieMart and University Purchasing systems; Demonstrated knowledge of University operating procedures; Working knowledge of sponsored programs and grant funding; Familiarity with University human resources, administrative and fiscal policies and procedures in an academic or professional office setting; Experience processing accounts payable transactions, payroll, and travel reimbursements; Experience with undergraduate/graduate students helpful.

Pay Band

3

Appointment Type

Regular

Salary Information

40,000-48,000

Review Date

12/23/2022

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 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 , a , a college, , and . The university has a significant presence across Virginia, including the in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous and . A leading global research institution, Virginia Tech conducts more than $500 million in research annually.