Administrative Assistant

Job Description

When was the last time you changed the world? In Virginia Tech’s Division of Student Affairs, that’s exactly what we’re doing every day—guiding, nurturing, and supporting students as they learn and grow into the leaders and world-changers of today and tomorrow.

We’re currently searching for an Administrative Assistant to perform a wide variety of administrative activities to assist the Assistant Vice President and Dean of Students (AVP/DOS) and the Assistant Vice President for Student Engagement (AVP) in the Office of the Vice President for Student Affairs. So, if are a person who is action-oriented, approachable, flexible, and maintains composure in a high-output, student-centered, professional office environment, please keep reading.

HERE'S WHAT YOU NEED TO KNOW ABOUT THIS ROLE...

The Administrative Assistant is instrumental in supporting and enhancing the daily operations of the Office of the Vice President for Student Affairs. This role entails a mix of advanced administrative duties, project coordination, and key liaison activities, ensuring optimal office functionality and enhanced collaboration across departments.

As a summary of your responsibilities, you’ll be:

• Providing direct calendaring and administrative support to the Assistant Vice President and Dean of Students (AVP/DOS) and the Assistant Vice President for Student Engagement (AVP) (though directly supervised by the Chief of Staff);
• Serving as the primary contact point between the AVP/DOS, AVP, and all constituents and stakeholders, internal and external to Virginia Tech;
• Scheduling and coordinating the AVP/DOS and AVP's calendars - ensuring leadership is prepared (i.e., agendas, materials, presentations) and on schedule;
• Coordinating logistical arrangements for events, meetings, and guests of the AVP/DOS and AVP, which includes space reservations, food orders, and managing RSVPs; and
• Ensuring the office operates in a well-informed and efficient manner.

To do this, you’ll need to be able to effectively:

• Work independently to manage complex, administrative actions and resolve problems with thoughtful decision-making;
• Maintain focus and a polite, professional decorum in a fast-paced environment with numerous internal and external visitors;
• Understand and navigate political protocol and etiquette—exercising excellent judgment and discretion in a highly visible position and conducting all forms of communication with the utmost confidentiality to maintain propriety and integrity.

The base compensation package for this role will be between $45,000-$55,000, along with a comprehensive benefits package that includes health insurance, paid leave, retirement, tuition assistance, VT discounts, and so much more!

HERE'S WHAT YOU NEED TO KNOW ABOUT THE UNIVERSITY...

1. THE UNIVERSITY: Virginia Tech as an employer is committed to developing well-rounded employees who are active members of the university community as well as the community at-large. From comprehensive insurance plans to tuition assistance, Virginia Tech offers employees a variety of benefits and perks to help team members build a fuller and more balanced life.
2. THE DIVISION: For our students and ourselves, the Division of Student Affairs believes that changing the world requires courageous leadership and commitment to curiosity, integrity, civility, and service to others. Our culture is defined by a commitment to our Aspirations for Student Learning.
3. THE TEAM: The Leadership team of Student Affairs deeply values their work with students and works diligently to uphold the division’s mission to promote student learning, life skills, and personal growth through a strong focus on holistic student development and collaborative partnerships that deliver superior service, to and care for, students in the spirit of Ut Prosim.

Required Qualifications

• Demonstrable experience providing administrative support and/or working with a unit or senior-level manager in an academic or professional office environment.
• Demonstrable experience working with web-based platforms such as SharePoint and Microsoft Office 365.
• Demonstrable experience preparing outgoing correspondence and reports.
• Considerable experience managing complex and dynamic schedules/calendars for senior-level management.
• Demonstrated capacity and skill with assessing needs, prioritizing assignments, managing projects, and meeting deadlines.
• Significant experience working in a fast-paced environment with multiple interruptions.
• Significant experience with effectively communicating and collaborating with people from diverse backgrounds with diverse needs.

Preferred Qualifications

• Bachelor’s degree or equivalent experience in administration or a related field.
• Knowledge of Virginia Tech organizational structure.
• Experience with university specific programs like Banner and HokieMart.
• Experience with university and Commonwealth of Virginia policies and procedures related to personnel transactions, student records, travel, records management, etc.
• Experience working in higher education providing administrative support at the senior management level.

Pay Band

4

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

45,000-55,000

Hours per week

40

Review Date

11/12/2026

Additional Information

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 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.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

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.

If you are an individual with a disability and desire an accommodation, please contact Stacey Duncan at staceyd@vt.edu during regular business hours at least 10 business days prior to the event.