Administrative Operations Coordinator

Job Description

Provide high-level administrative and operational support to the Department Head in Agricultural, Leadership, and Community Education. Serve as the primary coordinator for the Department Head’s calendar, meetings, travel, correspondence, briefing materials, faculty and stakeholder communications, and follow-up activities. Coordinate departmental annual reporting in coordination with the Department Head by establishing timelines, gathering information from faculty and staff, reviewing submissions for completeness and consistency, maintaining supporting records, and preparing materials for submission. Support the Department Head with confidential faculty personnel processes, including promotion and tenure, reappointment, annual review, and other faculty affairs documentation. Represent the Department Head in routine correspondence; greet and orient visitors; and maintain productive relationships with faculty, staff, students, alumni, donors, advisory groups, and other internal and external stakeholders. Serve as the department’s human resources representative and primary liaison for recruitment, hiring, funding, onboarding, employment changes, and other personnel transactions. Provide general financial coordination when multiple departmental staff members must participate in a shared process by clarifying requirements, organizing documentation, monitoring deadlines, and facilitating communication with appropriate college and university offices. Coordinate facilities, space, communications, and service or repair requests as assigned. Maintain confidentiality, professionalism, accuracy, and discretion while ensuring compliance with university, state, and federal requirements.

Required Qualifications

• Experience providing administrative support to senior leadership, including complex calendar management, meeting coordination, correspondence, and follow-up activities
• Experience coordinating human resources processes such as recruitment, hiring, onboarding, employment changes, or personnel records
• Experience handling confidential or sensitive personnel and organizational information with sound judgment and discretion
• Experience coordinating recurring reports, collecting information from multiple contributors, monitoring deadlines, and reviewing materials for completeness and accuracy
• Experience using enterprise administrative systems in areas such as human resources, finance, records management, or reporting
• Strong computer skills with word-processing, spreadsheet, presentation, calendar, collaboration, and document-management software
• Excellent written and verbal communication, interpersonal, organizational, analytical, and time-management skills
• Demonstrated ability to manage competing priorities, exercise independent judgment, and build effective working relationships with faculty, staff, students, university partners, and external stakeholders

Preferred Qualifications

• Experience using Microsoft 365 applications and Adobe Acrobat
• Experience with PageUp, Banner, Banner Time Entry, Cashnet, or comparable enterprise human resources, finance, and reporting systems
• Experience supporting faculty personnel processes, including promotion and tenure, reappointment, annual review, leave, or other faculty affairs documentation
• Experience compiling departmental, college, accreditation, assessment, or university reports from information supplied by multiple contributors
• Experience preparing executive correspondence, briefing materials, meeting agendas, minutes, and action-item follow-up
• Experience coordinating financial or administrative processes that require participation by multiple staff members or offices
• Familiarity with university, state, and federal administrative policies and records-retention requirements
• Experience in a higher education, public-sector, or similarly complex organization
• Supervisory experience

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

40,000-50,000

Hours per week

40

Review Date

11/09/2026

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 Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 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 Dr. Hannah Sunderman at hsunderman@vt.edu during regular business hours at least 10 business days prior to the event.