Administrative & Fiscal Assistant - York County

Commonwealth of VA Careers; Yorktown (VA); On-site; USD 40,000 - 50,000; Full time

Job summary

Virginia Tech seeks an experienced administrative support specialist to aid unit faculty and staff, handling purchasing, travel reimbursements, budget reconciliation, and COOP coordination. The role requires independent work, strong communication, and familiarity with university policies.

You will process procurement transactions, manage accounts payable/receivable, and assist with grant paperwork while maintaining asset records and ensuring timely expense reports.

Qualifications

• Experience supporting unit operations in a professional office environment.
• Strong communication and interpersonal skills with ability to prioritize multiple tasks.
• Experience reviewing procurement transactions and performing monthly reconciliations in university systems.

Responsibilities

• Assist with purchasing, accounting, and travel reimbursements.
• Prepare monthly budget reconciliations and maintain expense reports.
• Manage grant paperwork and logistics, and assist with writing and disseminating communications.

Skills

Office administration

Communication skills

Data management

Budget reconciliation

Education

BS degree

Tools

Excel

Banner

Quicken

Job description

Job Description

This position works independently with general direction from the Unit Coordinator providing excellent customer service and administrative support to unit faculty and staff. The essential duties to the operation of the unit include administrative, fiscal, and business functions, including ability to address routine and nonroutine fiscal issues; independently respond to requests for information or materials by phone, electronically, or in person; preparing and processing purchasing, accounting, and travel reimbursements in various systems, such as but not limited to Banner; knowledge of university and state policies and procedures; oversee fixed assets and key control records; maintain accurate timely expense reports, including preparation of monthly reconciliation of budget reports for the unit; ability to work both independently and collaboratively; serve as Continuity of Operations Plan (COOP) coordinator; complete special projects and other duties as assigned. Assist unit offices with managing grant related paperwork and logistics. Assist with writing, editing and disseminating communication documents and posts.

Required Qualifications

Training/experience in performing tasks that support the operation of a professional office environment; demonstrated computer skills in word processing applications, database management, electronic spreadsheets, e-mail and the internet; strong communication and interpersonal skills; ability to prioritize and manage time effectively for prioritizing multiple tasks. Experience performing technical duties such as reviewing and processing procurement transactions, ability to perform monthly reconciliations, and the ability to process and accounts receivable and payable transactions with accuracy to comply with university policy, state and federal regulations.

Virginia Tech is unable to sponsor applicants for work visas for this vacancy.

Preferred Qualifications

Previous administrative support experience; demonstrated experience maintaining accounts and personnel records; ability to comply with policies and procedures with little supervision; strong knowledge of accounting principles, experience with Excel databases, Banner, Quicken, and an understanding of Commonwealth of Virginia policies and Generally Accepted Accounting Principles (GAAP); experience with grant management. Experience in a Cooperative Extension, college, or university setting. BS degree in an applicable discipline.

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

November 4, 2026

Additional Information

The successful candidate will be required to have a driver's license check with an acceptable and safe driving record.

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 Janet Spencerat [e-mail] during regular business hours at least 10 business days prior to the event.