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Executive Administrative Assis

Administrative / Clerical, Natural Resources, Other


Executive Administrative Assis

  • 523000
  • Blacksburg, Virginia, United States
  • For Resources & Environ Consrv
  • Administrative / Clerical
  • Natural Resources
  • Other
  • Staff
  • Virginia Tech University

Job Description

The executive administrative assistant is the primary first contact that the public, graduate students, and other departments have with the Department of Forest Resources and Environmental Conservation (FREC). This position provides executive-level office support to the department head by scheduling appointments, arranging meetings, making travel arrangements, maintaining the department head calendar, maintaining a schedule of university and college deadlines, and other important events while keeping the department faculty and staff informed, as needed. Prepares the department Emergency Action and Continuity of Operations plan on behalf of the department head. This position is also the liaison to the FREC Advisory Board by scheduling and supporting meetings, regular communications, and annual reports to the Board. Also, processes orders for supplies and other department needs on departmental funds. This job is responsible for processing departmental mail daily and working with the department Business Manager to track and deposit any funds received into the department.

The executive administrative assistant is the graduate student coordinator for the department. In this role, this position is required to stay informed on Graduate School policies and procedures. They will enter all graduate contracts on time and work with the department Business Manager to verify that funding is allocated correctly to ensure proper department and grant funding use. Additional department/student services duties include monitoring teaching load assignments in Banner. This is to ensure the department receives full credit for classes taught each semester in the PIBB budget model by working with the college Advising Center and department Business Manager.

The position is also responsible for staying informed on university HR policies, completing required payroll forms for all new employees, managing wage payroll, entering postings, appointments, and offers in PageUp, and working with the department head on the departmental performance planning and evaluations process.


Required Qualifications

Administrative support experience in an academic or professional office environment.

Comprehensive knowledge of general office practices and procedures.

Skilled in using personal computers and Microsoft Office or similar software.

Experience working independently and accurately, setting priorities, managing time, making decisions, providing direction, and interacting well with others.

Demonstrated ability to work highly professionally with diverse groups of faculty, staff, students, and visitors.


Preferred Qualifications

Associate’s degree, education, or training in secretarial, administrative, or business-related fields.

University experience providing office support in a similar position is highly desired.

Experience with Banner HR, Banner Finance, and Banner Student Systems.

Experience with VT Graduate School policies and procedures.

Experience with VT financial and travel regulations, policies, and procedures.

Experience with VT personnel transactions and payroll.

Experience with VT PageUp system.

Experience with VT Office of Sponsored Programs policies and procedures.

Knowledge of VT CashNet deposit system and VTF deposit standards.


Pay Band


Appointment Type


Salary Information

Commensurate with experience

Review Date

January 16, 2023

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 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 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, 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 Arlice Banks at arbanks@vt.edu during regular business hours at least 10 business days prior to the event.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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