ICAT Administrative Coordinator

Job Description

The Administrative Coordinator provides comprehensive administrative support for the ICAT leadership team. The position will coordinate and schedule meetings, manage calendars, arrange travel and other logistics required for university business. In addition to leadership calendars, this position will assist with department management of select facility calendars to ensure effective space usage. A successful candidate will be highly organized, have the ability to work independently and as part of a team.

The Administrative Coordinator will have event planning responsibilities such as, but not limited to, the weekly ICAT Playdate series and the annual ICAT Day as well as off‑campus locations in the region. This position will be the primary support for the institute’s advancement/development stewardship initiatives and will be a key frontline liaison with external donors and constituents. The Administrative Coordinator is the first point of public contact for ICAT within the administrative offices.

This is a full‑time on‑site position and may require occasional evening and weekend hours in support of planned events.

• Supporting a broad variety of administrative tasks that facilitate the Executive Director and ICAT team’s ability to effectively lead the organization
• Operational support for Executive Director and facility calendar management
• Meeting and event planning and execution
• Advancement/engagement support

• Demonstrated experience providing high‑level administrative support for senior leadership positions
• Proficiency with computer software applications in word processing, spreadsheets, and calendar management (e.g., MS Word, Excel, SharePoint, MS Outlook)
• Experience coordinating and implementing activities, including meetings, events and workshops
• Effective communication with internal and external constituent groups
• Ability to work independently within a team environment
• Attention to detail and confidentiality
• Professional image and communication with stakeholders
• Professional communication skills

• Administrative support and coordination of activities related to fundraising or donor stewardship
• Experience coordinating travel arrangements
• Experience with enterprise systems assisting with travel, purchasing and other administrative functions

• Pay Band: 3
• Non‑Exempt:
  Eligible for overtime
• Appointment Type:
  Restricted
• Salary Information: $45,000 – $50,000
• Hours per week: 40
• Review Date:
  May 29, 2026
• We are unable to sponsor work visas for this position.
• The successful candidate will be required to have a criminal conviction check.

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.