Office Manager/Administrative Assistant

Virginia Tech - Blacksburg, VA

Full-time - Entry Level

Blacksburg, VA

10,001+ employees

Educational Services

About the position

The Office Manager/Administrative Assistant position at Virginia Tech's History Department is a multifaceted role that serves as the administrative backbone for the department. This position is primarily responsible for supporting the Department Chair and managing the office's daily operations. As the human resource coordinator, the individual will oversee all aspects of payroll, including managing graduate student assistantships and stipends. The role also involves budget monitoring and clarifications, preparation of promotion and tenure dossiers, and assisting with faculty searches. Additionally, the Office Manager will act as a liaison for NI&S and provide backup support to the fiscal administrator, ensuring that the department runs smoothly and adheres to established policies and procedures. The successful candidate will be expected to demonstrate strong organizational skills and the ability to manage multiple tasks effectively. This includes delegating responsibilities, tracking information, and maintaining confidentiality in all communications. Proficiency in current office software applications, such as word processing and spreadsheets, is essential. The role requires excellent oral and written communication skills, analytical abilities, and the capacity to exercise independent judgment with minimal supervision. The Office Manager will also play a crucial role in fostering a professional and service-oriented environment within the department, interacting with faculty, students, and staff in a friendly yet professional manner.

Responsibilities

• Serve as administrative assistant to the Department Chair.
• Manage all facets of payroll, including graduate student assistantships and stipends.
• Monitor and clarify budgetary issues.
• Prepare promotion and tenure dossiers.
• Assist with faculty searches.
• Act as backup to the fiscal administrator.
• Serve as NI&S liaison.
• Ensure smooth running of the department and adherence to policies and procedures.

Requirements

• Previous administrative experience or managing an office.
• Demonstrated experience to delegate, track, and manage information.
• Proficiency with current office software applications including word processing, spreadsheets, and electronic mail.
• Ability to communicate effectively orally and in writing.
• Maintain confidentiality and possess analytical skills.
• Ability to use independent judgment and perform tasks with little supervision.

Nice-to-haves

• Bachelor's degree related to business management.
• Experience providing administrative support in an academic environment.
• Knowledge of university policies and procedures.
• Experience working in an academic department.
• Exceptional analytical, interpersonal, organizational, and communication skills.
• Ability to maintain a friendly, yet professional demeanor in all interactions.
• Working knowledge of various university software such as PageUp, TimeClock, Microsoft Office, Google Drive, HokieMart, ChromeRiver, MicroStrategy, Banner/HR/Student, and Web reporting.

Benefits

• Professional development opportunities.
• Participation in university shared governance.