Academic Affairs Administrative Assistant

Academic Affairs Administrative Assistant

Job no: 535129
Work type: Staff
Senior management: College of Veterinary Medicine
Department: CVM - Academic Affairs
Location: Blacksburg, Virginia
Categories: Administrative / Clerical, Veterinary Medicine

Serves as Administrative Support for the Office of Academic Affairs, including the Associate Dean of Professional Programs, the Assistant Dean of Student Affairs and Admissions, the Director of Student Support, the Director of Assessment, the Office Manager, and as administrative support for the Chair of the Curriculum Committee. Serves as receptionist for the Academic Affairs office.

• Meeting coordination
• Written correspondence
• Proof reading and editing
• Phone support
• Scheduling coordination and management
• Travel arrangements and conference registrations
• Agenda management
• Purchasing
• Notary Public Services
• Support student accommodation services
• Phone, in‑person and written communication with stakeholders (students, student families, faculty, staff, alumni, and the veterinary community)

• Data entry, tracking and report generation
• Purchasing in Hokie Mart
• Travel in Chrome River
• Student Immunization Records
• Visiting Professor Records

• Wage and P14 payments
• Reconciliation reports

• Aid in planning and execution of all Academic Affairs‑managed events (including but not limited to DVM Commencement, New Student Orientation, White Coat Ceremony, Student Interviews, Student Immunization Clinics with Schiffert Health Center, Student Service Events)

• Previous experience working in a professional office environment; must have great attention to detail and fiscal skills; ability to prioritize and manage multiple tasks concurrently; excellent communication skills.
• Excellent written and oral communications skills with demonstrated experience working in a professional office environment.
• Fiscal experience such as working with accounting systems, fiscal processing and reconciliations.
• Proficiency with software such as Microsoft Office suite (Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat.
• Commitment to fostering inclusive environments and establishing positive, productive working relationships with diverse groups of constituents.
• Demonstrated attention to detail and ability to organize, plan, and prioritize work while simultaneously managing multiple tasks.
• Experience designing and implementing programs, events, and/or educational activities.
• Excellent analytical skills with the ability to investigate and resolve discrepancies and ensure integrity of data.
• Ability to handle and maintain confidential records appropriately.
• Self‑motivated with the ability to work independently.

• Preference given for demonstrated experience working with people in higher education (including students, staff, faculty and administrators), event planning experience and familiarity with veterinary medicine, and university and state policies and procedures.
• Proficiency with or demonstrated ability to learn software systems used at Virginia Tech such as Hokie Mart, Chrome River, Question Pro or Qualtrics, Docusign, Salesforce, Page Up, Canvas, Doodle or other polling software, Leave & Time Worked Reporting System.

Not specified.

Non‑Exempt:
Eligible for overtime

Regular

Starting at $45,000; commensurate with experience

February 5 2026

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…