Administrative Support Specialist
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Job no: 533543
Work type: Staff
Senior management: College of Engineering
Department: Aerospace and Ocean Engineering
Location: Blacksburg, Virginia
Categories: Administrative / Clerical
The Administrative Support Specialist provides essential administrative and financial support for the department’s daily operations. The successful candidate will oversee routine office functions, manage key financial processes, and deliver exceptional service to faculty, staff, students, and visitors.
As the first point of contact for the department, this position is responsible for front-desk reception and high-quality customer service. Key duties include mail distribution, processing non-travel reimbursements, key distribution, room reservations, and general office management. This role also supports the planning and execution of departmental events and is expected to assist with several events held outside of regular business hours annually. The position will also be responsible for generating regular monthly financial reports to AOE Senior Design Teams to ensure smooth and efficient administrative workflows.
This position requires strong organizational skills, attention to detail, and the ability to work collaboratively in a dynamic academic environment.
• Demonstrated administrative or financial support experience in a professional office setting.
• Demonstrated strong communication and customer service skills.
• Proven work proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Demonstrated ability to manage multiple tasks with accuracy and attention to detail.
• Proven history of ability to work independently and collaboratively in a fast-paced environment.
• Demonstrated experience working in higher education or at Virginia Tech.
• Proven familiarity with university financial systems such as Banner, Chrome River, HokieMart, and CashNet.
• Proven experience with Virginia Tech Foundation processes and reconciliation.
Non-Exempt: Eligible for overtime
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 Cory Thompson at coryt10@vt.edu during regular business hours at least 10 business days prior to the event.
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