Job Description

Reporting to the Executive Office Operations Director, the Administrative Coordinator provides comprehensive administrative support for the offices of the Vice President for Health Science & Technology Office, Virginia Tech, and the Executive Director, FBRI in Roanoke, VA. This role is primarily responsible for the following;

• Provides administrative support to the Office of the Executive Director of the Fralin Biomedical Research Institute and to the Associate VP for Strategy and Programs.
• Processes financial reimbursements and invoices for the executive office, to include Hokie Mart transactions and reconciliations to ensure invoices are paid in a timely manner.
• Provide administrative support to the associate VP for strategy and programs with scheduling, meetings and project tasks support
• Demonstrates a high degree of confidentiality, flexibility, and collaboration across a matrixed organization.
• Works with the executive office operations director in assisting with the coordination of candidate visits to include reviewing and finalizing itineraries, coordinate travel planning including flight arrangements, lodging arrangements, securing ground transportation, route mapping, and meeting confirmations.
• Assist in coordinating luncheons, dinners and overnight accommodation for campus guests.
• Provides materials and directions to campus and locations of meetings for visitors.
• Assists the event coordinator with events as needed to include table and room set-up and escorting guests. May be required to assist with ground transportation during local visits.
• Provides phone coverage for the office.
• Maintains office supply inventories
• Screen and manage correspondence, inquiries and reports by routing to relevant staff members in an accurate and timely manner.
• Perform other administrative duties as assigned.


Required Qualifications

Professional office experience in an academic, medical or business environment; Demonstrated
experience with computer software such as Microsoft Word, Excel, PowerPoint, and Outlook; Demonstrated experience in working with confidential information. Demonstrated ability to work effectively and seamlessly with team members and independently on tasks. Experience in a customer service environment. Experience providing exemplary customer service in a high-volume environment. Ability to execute projects and administrative tasks with a high degree of accuracy and attention to detail.

Preferred Qualifications

Associate’s degree in business administration or other related field or equivalent applicable experience.
Experience providing executive level administrative support in an academic or clinical setting. Experience with project management.