Posted: July 22, 2022
Application Deadline: Open Until Filled
Job DescriptionJob Description
The Administrative Assistant will provide administrative, operational, and fiscal support to the department, while providing context and background information on issues, university policies, and departmental operations. Responsibilities include managing the office and serving as the primary point of contact for walk-in and phone inquiries; managing calendars; managing travel for departmental staff and office/council travel for students; creating and/or updating professional presentations; preparing and reviewing internal and external departmental communications; coordinating department record retention. The Administrative Assistant will also independently manage fiscal operations including processing and monitoring accounts payable; procurement; assisting with the preparation of payroll and wage reconciliations; travel management; monthly financial reconciliations; assisting with the review of electronic time entry and leave reporting; serve as the department’s Human Resource representative and providing other related support as necessary. Reporting to the Director, the incumbent will serve as the central point of contact for the department; updating, organizing, and maintaining office records; and support special projects as needed.
Experience providing administrative support in an academic or professional office environment.
Proficiency utilizing office software, including Microsoft Word, Excel, PowerPoint and Outlook.
Demonstrated strong organizational skills, attention to detail, ability to work independently, and management of competing priorities.
Demonstrated professionalism in handling confidential and sensitive information appropriately.
Strong written and verbal communication skills with all levels of the organization, including executive level management and administrators, and across a diverse range of backgrounds.
Willingness to work both independently and cooperatively in a team atmosphere.
Ability to interact effectively and comfortably with people from diverse backgrounds.
Commitment to continuous improvement in a dynamic environment that strives to exceed expectations.
Bachelor's or Associate's degree in relevant discipline.
Ability to work through distractions in a vibrant, fast pace, team-oriented environment.
Ability to be engaging, positive, and professional with a diverse population.
Experience with scheduling and event logistics.
Knowledge of university policies and procedures related to travel, payroll, procurement, and human resources.
Proficiency with institutional software such as Banner, HokieMart, HokieSpa, TEM, and TimeClock Plus.
Advanced computer skills and demonstrated proficiency with Zoom, Teams and Microsoft Office Suite, to include Excel, Word and Outlook.