Job Description

Reporting to the Chief of Staff of the Graduate School, the Administrative Operations Coordinator provides executive-level support to the dean and administrative/operational support to the Graduate School dean's office. The position serves as a liaison to other university offices and as the main contact for the dean's office with a broad understanding of Graduate School operations, policies and procedures, responding to inquiries from students, faculty, staff, and visitors. Transactional duties include: management of the dean's calendar; scheduling, note-taking, and information distribution for two commissions and other ad-hoc committees; communication distribution on behalf of the dean and the Graduate School; serving as back-up to the business coordinator for HokieMart, travel, I-9, Timeclock, and assistantship contract transactions; and management of academic requests that require dean-level approval. Project management duties include but are not limited to: planning and executing special events hosted by the dean; contributing to form- and process-design to streamline internal procedures; creation and maintenance of training materials. The position requires critical thinking, sensitivity, mature and independent judgment, and action in support of the daily activities and operations of the Dean's Suite.

Required Qualifications

Bachelor's degree or equivalent level of experience/training.
Demonstrated ability to work independently, manage multiple competing priorities, adhere to project timelines, and exercise discretion and tact when working with sensitive issues.
Demonstrated ability to communicate effectively in writing and verbally with a diverse group of people including administrators, faculty, staff, students, and external constituents.
Proven ability to cultivate positive working relationships, foster teamwork, and support collaboration.
Demonstrated experience in student support, records management, and process creation and documentation.
Demonstrated experience in troubleshooting and problem-solving.
Proficiency in working with computer software such as Microsoft Office Suite, PowerPoint, and Outlook.

Preferred Qualifications

Prior experience working in a higher education environment.
Experience with scheduling and managing event logistics.
Experience with creating forms, processes, and records management.
Ability to handle ambiguity and adapt to changes.
Knowledge of university policies and procedures related to travel, payroll, procurement, FERPA and human resources.

Pay Band

4

Appointment Type

Regular

Salary Information

52,000-58,000; commensurate with experience

Review Date

July 22, 2024

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 Monika Gibson at gibsonm@vt.eduduring regular business hours at least 10 business days prior to the event.