Job DescriptionThe Sponsored Programs Support Specialist is an integral part of a dedicated team of professionals working to ensure the operational, personnel and business support needs of the Office of Sponsored Programs (OSP) are coordinated and managed efficiently and timely in accordance with university procedures. The Sponsored Programs Support Specialist functions effectively and with limited supervision in a fast-moving environment.The specialist is responsible for a variety of activities in support of the business operation that may include calendar management, assisting with official confidential correspondences, purchasing and travel logistics, events planning, personnel coordination, assisting the emergency planning coordinator for the Continuity of Operations Plan (COOP), space planning, and logistics. Serves as a liaison between the Business Operations Manager and the office and constituents in addressing inquiries and arranging engagements. The Sponsored Programs Support Specialist advises and assists faculty and OSP in the preparation of documents and materials that facilitate research proposals and agreements. The Sponsored Programs Support Specialist organizes large volumes of information and works closely with others in the office to deliver consistent results to internal and external stakeholders, while also displaying a high level of professionalism and customer service.• Exhibits a high level of customer service orientation and willingness to ensure successful inter-departmental relationships.• Single point of contact for guests and visitors to include greeting them, in person or on the telephone; answering or directing inquiries to the appropriate party. Phone calls may be from external sponsors, Virginia State Agencies, and university senior leadership.• Distribute mail appropriately and manage any UPS needs. Log checks daily that are received as payment for sponsored awards.• Schedules and coordinates appointments, meetings, and events, which may include providing logistical support for registration and travel arrangements as necessary.• Drafts, compiles, and completes various forms, notices, and other communication, which may require submission for approval, posting, or publication.• Sponsor Vetting and Vendor Registrations which could include the use of multiple systems including Banner, SUMMIT Proposals, and SUMMIT Agreements.• Completion of Representations and Certifications required by Sponsors in Vendor systems with the assistance of the PreAward and Contracts team.• Maintains fiscal duties for the department including HokieMart and Chrome River for payments and travel and will also be responsible for having a Purchasing card for the departmental needs.• Assist Building manager liaison (building access, fire drills, office space planning and reconfiguration; coordinate university surplus activities; carpeting cleaning; architect for building developing and utilizing filing and retrieval systems; recording meeting discussions. Manages and coordinates file management activities for leadership.• Provides recommendations to workflow processes in order to streamline and increase efficient operations.• Plans, coordinates, and oversees hosted events activities and priorities, monitors projects, and tracks approved budgets.• Assures department operations are within university and state procedures.• Prepares reports by collecting and analyzing information as necessary.• Provides historical reference by developing and utilizing filing and retrieval systems; and recording meeting discussions.Required Qualifications• Relevant work experience working in an office setting coordinating a variety of administration and operational tasks.• Experience providing high-level administrative support for senior leadership positions• Experience in support of interpreting or complying with policies, procedures, and guidelines• Strong analytical, time management, multi-tasking skills, communication skills, and effective interpersonal skills• Ability to work independently, prioritize work, organize and manage a complex workload effectively under tight deadlines• Ability to develop and maintain electronic filing systems and databases• Experience in handling complex and confidential material• Strong computer skills including word processing, spreadsheet applications, and email and calendaring clients• Demonstrated attention to detail, analytical and problem-solving skills, with the ability to notice and correct errors and inconsistenciesPreferred Qualifications• CPS, CAP or other related professional certification• Demonstrated experience in drafting, editing, and formatting various administrative documents such as memos, correspondence, meeting minutes, organizational charts, newsletters, and policies/procedures.• Experience utilizing PowerPoint, Excel, and Word the preparation of professional reports, presentations, and graphicsPay Band3Appointment TypeRegularSalary InformationStarting at $41,655Review DateApril 8, 2024Additional InformationThe successful candidate will be required to have a criminal conviction check.About Virginia TechDedicated 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 communitydedicated 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 medicinecollege, Graduate School , andHonors College . The university has a significant presence across Virginia, including theInnovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerousExtension offices andresearch 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 contactRenee ****** regular business hours at least 10 business days prior to the event.
