Administrative Assistant

Job Description

Provides administrative assistance to Department Head and Department of Small Animal Clinical Sciences of the Virginia-Maryland College of Veterinary Medicine, at Virginia Tech, in Blacksburg Virginia. This position ensures an organized and efficient level of daily office management. The Administrative Assistant will assist in fiscal and administrative duties while adhering to all University policies and procedures.

• Assisting Department Head: maintaining calendar and scheduling appointments, monthly leave reporting
• Work closely with the Director of Small Animal Clinical Sciences Operations for day-to-day needs, tasks, projects
• Point of contact for Small Animal Department
• Hiring coordination: scheduling interviews, inputting data into Page Up, and maintenance for permanent and temporary positions (locums). This includes assisting with TOFO’s, generating license applications, and hospital documents. Maintaining faculty files.
• Processing personnel actions in Banner
• Assisting with incoming interns, specialty interns and residents: the VIRMP, organizing and facilitating orientations, hiring paperwork, overseeing outgoing certificates, gifts, and reception planning.
• Maintaining own departmental purchase card and monthly reconciliations
• Assisting faculty members with standardized formatting for promotion & tenure dossiers
• Generating the agenda for monthly department meetings and maintaining minutes
• Assisting with departmental orders and reimbursements through Hokiemart and the Emburse systems
• Maintaining department swag needed for new hires (faculty, staff, interns, residents)
• General administrative tasks: collecting/distributing mail, maintaining stock of department supplies, coordinating departmental events

• Administrative support experience with strong organizational skills, including the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Proficient in computer applications, with advanced skills in word processing and spreadsheets.
• Capable of following instructions and working both independently and as part of a team.
• Possesses excellent communication and interpersonal abilities, with a proven ability to work effectively with a diverse range of individuals.

• Associates degree in business or a related field
• Certification as a professional secretary or administrative professional
• Experience using Banner, Page Up or other VT systems
• Working knowledge of university policies and procedures
• Strong office management skills;
  Working knowledge of veterinary or human health areas
• Experience integrating AI solutions into day-to-day operations to improve efficiency.

3

Non-Exempt:
Eligible for overtime

Regular

32

6/22/26

The successful candidate will be required to have a criminal conviction check.

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.

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