Receptionist and Administrative Assistant

Receptionist and Administrative Assistant

The Fralin Biomedical Research Institute (FBRI) at VTC located in Roanoke, VA is seeking a full-time Receptionist and Administrative Assistant. Reporting to the Executive Office Operations Director, this position will serve as a receptionist for the Institute and also provide administrative support to the Chief Health Sciences Growth and Innovation Officer, and Chief Financial Officer for the FBRI and Associate Vice President for Finance and Operations for Virginia Tech Health Sciences & Technology. This position operates within a culture of excellence and requires a high degree of confidentiality, flexibility, and collaboration across a matrixed organization. Success in this role requires a proactive, attentive, and solutions-oriented approach to maintaining a welcoming and professional environment. The individual will demonstrate strong interpersonal, communication, organizational, and time-management skills, with the ability to effectively manage competing priorities and time-sensitive responsibilities while supporting both administrative and front-facing operations.

While providing administrative support to the Chief Health Sciences Growth and Innovation Officer, and Chief Financial Officer and Associate Vice President for Finance and Operations, the primary responsibilities include:

• Scheduling and providing calendar support; managing meeting requests; coordinating visit itineraries; and providing planning and on-site assistance for individual and group meetings, including catering and scheduling.
• Coordinating and booking travel arrangements and processing financial invoices and reimbursements.
• Providing a professional and courteous presence and support for all internal and external constituents.

As a receptionist providing front desk operations and customer service for the Institute, this position's primary responsibilities include:

• Maintaining and projecting a stellar customer service approach and philosophy consistent with the support team standards of FBRI.
• Answering phone lines and greeting visitors, ensuring a positive and professional first impression.
• Monitoring cameras and elevator traffic to maintain awareness of building activity, working closely with building security for any issues or causes for concern.
• Monitoring the loading dock and coordinating incoming deliveries to the appropriate individuals/locations.
• Issuing visitation badges to all guests and ensuring appropriate access.
• Referring callers and visitors to appropriate individuals, labs and locations.
• Monitoring shared classroom space and making room and parking reservations upon request, maintaining a schedule regarding the use of shared classrooms.
• Maintaining a collaborative work environment with other front office personnel to ensure consistent front desk coverage and operations.
• Maintaining the supply closet for Riverside 2 and ordering supplies as needed.
• Receiving and sorting the incoming mail as needed.
• Providing administrative support as assigned which may include tasks in HR, finance, communications, etc. Assisting with special events.
• As a receptionist, this position serves as the first point of contact and plays a central role in shaping the experience of visitors, research participants, collaborators, and VIP guests at FBRI and SOM.

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 Brittany Shelton at View email address on click.appcast.io 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