Office Manager

Virginia Polytechnic Institute and State University (VT); Hampton (VA); On-site; USD 44,000 - 62,000; Full time

Job summary

Virginia Tech seeks an Office Manager to provide comprehensive fiscal, grants administration, and business operations support for the Virginia Seafood AREC. This role acts as the center’s primary local administrative and fiscal resource, handling day-to-day financial activities, coordinating purchasing, travel, and related transactions, and maintaining records and reports for compliance.

The position also supports the AREC Director and center staff, coordinating meetings, events, schedules,

Qualifications

• Experience providing fiscal, grants, accounting, or business operations support in a complex organization.
• Ability to reconcile financial activity, maintain records, analyze information, and prepare budget/financial reports.
• Experience coordinating purchasing, invoices, travel, or related business transactions.
• Ability to interpret and apply policies, procedures, and sponsor/organizational requirements.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, Teams, and SharePoint.
• Effective communication skills with a collaborative, service-oriented approach.
• Judgment and discretion handling confidential information.
• Ability to learn and use university financial, grants, procurement, travel, records, and administrative systems.

Responsibilities

• Manage day-to-day financial activities and records for the center.
• Support proposal and award administration, including budgeting and reporting.
• Coordinate purchasing, travel, invoices, and related transactions with necessary approvals.
• Provide administrative support to the AREC Director, faculty, staff, students, and partners.
• Ensure compliance with university and sponsor requirements and maintain accurate documentation.

Skills

Fiscal admin

Grants accounting

Budget reporting

Purchasing & travel

Policy interpretation

MS 365

Communication

Confidential info

Systems training

Education

Bachelor's or related degree

Finance/accounting background

Higher education experience

Tools

Banner

HokieMart

Chrome River

Summit

FINTRACS

Job description

Job Description

The Office Manager provides comprehensive fiscal, grants administration, and business operations support for the Virginia Seafood Agricultural Research and Extension Center (Virginia Seafood AREC). Serving as the center’s primary local administrative and fiscal resource, the position manages day-to-day financial activities; monitors sponsored, foundation, and operating funds; supports proposal and award administration; coordinates purchasing, travel, and related transactions; and maintains accurate records and reports to support sound decision-making and compliance with university and sponsor requirements.

The position also manages the center’s administrative office and provides high-level support to the AREC Director, faculty, staff, students, visitors, and external partners. Responsibilities include coordinating meetings and events, maintaining schedules and records, supporting facilities and general office needs, developing efficient administrative practices, and ensuring timely communication and follow through across the center.

The Office Manager coordinates local administrative activities and works collaboratively with center leadership, CALS Human Resources, and other university partners to support effective center operations. The successful candidate will exercise sound judgment, protect confidential information, manage competing priorities independently, and provide collaborative, service-oriented support in a dynamic research and Extension environment.

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

Required Qualifications

• Experience providing fiscal, grants, accounting, or business operations support in a complex organization.
• Demonstrated ability to reconcile financial activity, maintain accurate records, analyze information, and prepare clear budget or financial reports.
• Experience coordinating purchasing, invoices, travel, or related business transactions.
• Demonstrated ability to interpret and apply policies, procedures, and sponsor or organizational requirements.
• Strong organizational skills, attention to detail, and ability to independently manage multiple priorities and deadlines.
• Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, Teams, and SharePoint or comparable collaboration tools.
• Effective communication skills, with a collaborative and service-oriented approach.
• Demonstrated judgment and discretion in handling confidential or sensitive information.
• Ability to learn and use university financial, grants, procurement, travel, records, and administrative systems.

Preferred Qualifications

• Associate’s or bachelor’s degree in accounting, finance, business administration, public administration, or a related field, or equivalent training and experience.
• Experience with post-award sponsored project administration, including budget monitoring, financial reporting, compliance, and award closeout support.
• Experience in higher education, government, research, Extension, or another sponsored-program environment.
• Experience with Virginia Tech systems such as Banner, HokieMart, Chrome River, Summit, FINTRACS, or comparable enterprise systems.
• Experience developing administrative procedures, reports, tracking tools, or training resources.
• Experience coordinating events, facilities, or office operations and providing work direction to support staff or student employees.

Pay Band

3

Overtime Status

Non-Exempt: Eligible for overtime

Appointment Type

Regular

Salary Information

$44,108 - $62,000; commensurate with experience

Hours per week

40 hours a week; M-F 8AM - 5PM

Review Date

October 19, 2026; open until filled

Additional Information

Standard office work requiring extended computer use and routine movement of office materials. Occasional travel may be required for training, meetings, or center business. Final selections should reflect the actual position location and duties. Must be US Citizen or Permanent Resident due to Export Controls.

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, a Graduate School, and a 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. Jonathan van Sentenat [e-mail] during regular business hours at least 10 business days prior to the event.