Job Description

Provide executive and confidential administrative support to the Vice President for Policy and Governance/Secretary to the Board of Visitors (VPPG). Assist the VP by communicating effectively and diplomatically with the university's governing board (Board of Visitors), senior administrators and their staff, and other constituent groups internal and external to the university, presenting a welcoming and professional image of the office. Manage and prioritize the VP's calendar including coordinating and scheduling meetings and travel; ensure that the VP is prepared for all meetings; assist in preparation of reports, correspondence and presentations; track deadlines; and coordinate special projects. This position is the primary back-up for the Board of Visitors Operations Manager and assists in the planning and execution of all Board of Visitors meetings. In addition, this position serves as the administrative manager for the office of the VPPG with responsibility for processing all business transactions, preparing monthly budget reconciliations and budget reports, and drafting budget submissions. The incumbent must maintain the strictest levels of confidentiality and interact appropriately with all levels of the organization. The Executive Assistant/Administrative Manager works on projects from conception to completion and must be able to prioritize and work with minimal supervision on multiple tasks simultaneously at times under pressure.

Required Qualifications

- Experience working in an administrative support role in a professional or academic office. - Project a professional image with the ability to interact appropriately and communicate effectively, respectfully, and diplomatically with individuals at all levels external and internal to the university in a diverse environment.
- Possess a customer-service orientation with excellent organizational, interpersonal, time management, and communication skills and excellent grammar.
- Must be detail-oriented.
- Possess fiscal capability and basic budgeting skills to carry out fiscal duties such as ordering supplies, completing monthly reconciliations, monitoring the budget, and preparing budget reports.
- Function collaboratively as a team member while also possessing the ability to prioritize and work independently on multiple projects simultaneously with minimal supervision and under pressure.
- Demonstrated ability to work with confidential materials. Must be proficient in utilizing various software applications such as Word, Excel, PowerPoint, and Outlook.

Preferred Qualifications

- Bachelor's degree.
- Working knowledge of Virginia Tech's organizational structure and purchasing and fiscal policies and procedures.
- Experience working with Hokie Mart, Banner, Microstrategies reports, and Chrome River financial software and performing monthly budget reconciliations.
- Knowledge of operations of the Virginia Tech Board of Visitors or its committees.
- Knowledge of Sharepoint.
- Event planning experience.
- Travel planning experience.
- Comfort and experience working with executive leaders, internally and externally, and demonstrated ability to be diplomatic in complex settings with multiple constituents.
- Experience with or willingness to learn how to utilize generative AI to carry out specific tasks and software such as Acrobat Professional to create accessible documents.

Pay Band

4

Appointment Type

Regular

Salary Information

Salary range of $70,000-$75,000

Review Date

02/01/2024

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.