Administrative Assistant

Job Description

Provides administrative assistance to Department Head and Department of Small Animal Clinical Sciences of the Virginia-Maryland College of Veterinary Medicine, at Virginia Tech, in Blacksburg Virginia. This position ensures an organized and efficient level of daily office management. The Administrative Assistant will assist in fiscal and administrative duties while adhering to all University policies and procedures. Position responsibilities include:
- Assisting Department Head: maintaining calendar and scheduling appointments, monthly leave reporting
- Work closely with the Director of Small Animal Clinical Sciences Operations for day-to-day needs, tasks, projects
- Point of contact for Small Animal Department
- Hiring coordination: scheduling interviews, inputting data into PageUp, and maintenance for permanent and temporary positions (locums). This includes assisting with TOFO's, generating license applications, and hospital documents. Maintaining faculty files.
- Processing personnel actions in Banner
- Assisting with incoming interns, specialty interns and residents: the VIRMP, organizing and facilitating orientations, hiring paperwork, overseeing outgoing certificates, gifts, and reception planning.
- Maintaining own departmental purchase card and monthly reconciliations
- Assisting faculty members with standardized formatting for promotion & tenure dossiers
- Generating the agenda for monthly department meetings and maintaining minutes
- Assisting with departmental orders and reimbursements through Hokiemart and the Emburse systems
- Maintaining department swag needed for new hires (faculty, staff, interns, residents)
- General administrative tasks: collecting/distributing mail, maintaining stock of department supplies, coordinating departmental events

Required Qualifications

Administrative support experience with strong organizational skills, including the ability to prioritize tasks and manage multiple responsibilities simultaneously.
Proficient in computer applications, with advanced skills in word processing and spreadsheets.
Capable of following instructions and working both independently and as part of a team. Possesses excellent communication and interpersonal abilities, with a proven ability to work effectively with a diverse range of individuals.

Preferred Qualifications

Associates degree in business or a related field
Certification as a professional secretary or administrative professional
Experience using Banner, PageUp or other VT systems
Working knowledge of university policies and procedures
Strong office management skills; Working knowledge of veterinary or human health areas
Experience integrating AI solutions into day-to-day operations to improve efficiency.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

Hours per week

32

Review Date

6/22/26

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 inclusive community 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 undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

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

If you are an individual with a disability and desire an accommodation, please contact (insert name) at (insert email address) during regular business hours at least 10 business days prior to the event.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer