Student and Program Support Specialist
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Job no: 531587
Work type: Staff
Senior management: Liberal Arts and Human Sciences
Department: Modern & Classical Languages
Location: Blacksburg, Virginia
Categories: Business / Accounting / Finance, Academic Advising / Support
The Department of Modern and Classical Languages and Literatures is seeking a Student and Program Support Specialist. This position plays a pivotal role in the success of the department by supporting both faculty and staff in a variety of areas to include assisting in student enrollment and providing general administrative and fiscal operations support. The ideal candidate for this position has an agile mindset that can handle a dynamic workload, has excellent communication skills, is detail-oriented, and enjoys working in an open environment with students, faculty, and staff.
General Administrative and Fiscal Operations Key Duties
• Processing all budget transfers, supply, equipment, and service orders
• Processing all faculty domestic and international travel authorizations and reimbursements utilizing the Chrome River system
• Paying departmental invoices in HokieMart to ensure that university Prompt Pay requirements and guidelines are fully met
• Assisting faculty with planning, budgeting, and payment of expenses for guest speakers who visit the university
• Reconciling all foundation accounts/funds each month
• Sending thank you letters to foundation donors
• Serving as cash handler
• Managing key distribution and inventory
• Serving as departmental receptionist
• Assisting the department chair, associate chair, and business coordinator with various tasks as assigned
Student Enrollment Key Duties
• Working with associate chair and program directors to manage the course schedule and timetable of classes;
• Serving as graduate coordinator for small M.A. program
• Managing curricular changes through CourseLeaf
• Processing student forms
• Maintaining departmental academic records, directories, and listservs
• Providing support for departmental graduation events
• Scheduling departmental meeting spaces
• Experience providing office support as an administrative assistant or receptionist
• Experience with fiscal processes related to accounts payable, purchasing and expense (travel) reimbursement
• Ability to maintain confidential documents according to established retention guidelines
• Proficiency using Microsoft Word and Excel
• Strong organizational, interpersonal and communication skills
• Demonstrated experience with handling personal and confidential records
• Ability to adhere to and interpret policies related to HR, Payroll, and Fiscal processes.
• Skill with learning new software and technology programs
• Familiar with specific higher education polices such as FERPA
• Experience with VT systems, such as Banner, CourseLeaf, ChromeRiver, HokieMart
Commensurate with Experience
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 the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers. A leading global research institution, Virginia Tech conducts more than $500 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 Katie Akers at klavt@vt.edu during regular business hours at least 10 business days prior to the event.
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