Administrative Assistant and R
The College of Engineering (COE) is seeking qualified candidates for the position of Administrative Assistant and Receptionist to join our team. The position provides administrative support to two Associate Deans, the Associate Dean of Administration and the Associate Dean of Research and Graduate Studies, serves as Receptionist for the COE Dean’s Office, and serves as backup support for the Executive Assistant to the Dean of Engineering.
As Administrative Assistant, duties include managing calendars and scheduling meetings, managing file systems, processing travel using Chrome River, and purchasing or ordering supplies using HokieMart, along with assisting the Associate Deans in information gathering for special projects, using tools to create and maintain organizational charts, presentations, and reports. The position also routes a variety of signed forms to appropriate individuals and copies these forms as required.
As backup support to the Executive Assistant to the Dean of Engineering, duties include maintaining calendars, scheduling meetings, and serving as greeter for the Dean of Engineering, as needed.
As the receptionist for the Office of the Dean of Engineering, duties include providing a variety of human relations, public contact, administrative, secretarial, and office support duties. The position will assist visitors both in person and by phone and will interact effectively with a wide range of diverse individuals including students, faculty, staff, and members of the public. This position is the first point of contact for the College of Engineering Dean’s Office and will greet and direct visitors to the appropriate location as well as help to ensure the office is staffed from 8 AM to 5 PM, Monday through Friday. Other duties involve sorting and distributing mail daily, maintaining office supply inventory, scheduling conference rooms, maintaining electronic and paper files, running errands, making copies, maintaining the office copy machine, and providing other miscellaneous clerical/office support as requested. This position will also serve as the records management representative for the Deans’ Office.
Additional duties include but are not limited to:
•Organizing several events planned by the COE Dean’s Office.
•Serving on Commencement Committee.
•Maintaining and displaying solid soft skills and outstanding human relations, communication, and teamwork skills, anticipating needs and facilitating efficiency among support staff in the Dean’s office helping to ensure a cohesive and professional administrative office.
•Answering incoming telephone calls, determining purpose of calls, and forwarding calls to appropriate personnel or departments. Taking accurate and complete telephone messages. Must be able to judge the importance of a call, prioritize appropriately, and use good judgement and discretion in conveying messages. Provides organizational information, directions, etc. to department heads, faculty, alumni donors, students, staff, visitors, etc. visiting and telephoning the Dean’s office.
•Applying judgement in releasing information that may be confidential.
•Reserving College of Engineering conference rooms in Torgersen Hall.
•Becoming acclimated with building facility issues and aiding in the resolution of facility issues.
•Assisting with routing documents.
•Completing other related tasks as assigned.
Experience providing administrative support to a leader or leaders in business or higher education. Experience in calendar management, including the coordination of scheduling meeting times for multiple parties. Experience synthesizing, editing, organizing and proofreading documents, and keeping track of various tasks. Excellent communication skills. Ability to work on multiple tasks simultaneously. Demonstrated proficiency with computer applications such as Microsoft Office, Excel, Outlook, and Adobe Acrobat. Ability to construct, use and manage permissions of digital records.
Experience working in an office environment. Experience providing a welcoming environment for a diverse public. Must be committed to a high level of customer/client service and response. Demonstrated professionalism and integrity. Must be reliable. Good communication and computer/typing skills.
Skills and knowledge in Microsoft Word, Microsoft Excel, Microsoft Outlook, and with scheduling tools such as Doodle Poll. This position requires a person who adapts easily to a changing and fast-paced environment, can deal with frequent interruptions, accepts responsibility, and ensures a high level of accuracy with attention to detail. Must be able to work independently and as part of a team environment.
Competency in grammar, composition, and editing abilities. Must be a problem-solving, multi-tasking person with excellent organizational skills. Knowledge of or ability to learn university policies and procedures. Ability to work with sensitive information and maintain confidentiality.
B.A. degree preferred in a relevant field or equivalent level of experience. Experience working as an administrative assistant or related position. Experience with Chrome River, HokieMart, Microsoft PowerPoint, GoogleDocs, and Adobe Suite. Experience working at a college or university. Experience with event planning.
Commensurate with experience
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 the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 million in research annually.
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