Advertising Summary: Virginia Commonwealth University (VCU)
School of Medicine is a premier academic medical center located in
the heart of Richmond. Accounting for almost half of VCU’s
sponsored research, the School of Medicine is internationally
recognized for patient care and education. Virginia Commonwealth
University is an equal opportunity employer.
https://vcujobs.com/why-richmond
Unit: School Of Medicine MBU
Department: Office of Medical Education
Duties & Responsibilities:
VCU School of Medicine is seeking an Executive Administrative
Assistant to provide professional level administrative support to
the Senior Associate Dean of Medical Education and Student Affairs,
as well as the assistant/associate deans of the Office of Medical
Education (OME) and support multiple initiatives of the office. The
OME is responsible for planning, scheduling, evaluation and
maintenance of medical student curricula and student affairs for
the School of Medicine.
The primary function of this position is to provide essential
administrative support, with exceptional executive-level
organization and collaboration, particularly in the coordination
and scheduling of a high volume of meetings for the Senior
Associate Dean and the assistant/associate deans of the OME. This
position will independently manage multiple administrative tasks
and office coordination on a daily basis in a fast-paced
environment. The ideal candidate will be detail and accuracy
oriented with excellent time management skills, and demonstrate
flexibility in order to manage the constantly evolving needs of the
office. The candidate will also be student-focused with the
capability to take initiative in an entrepreneurial, trustworthy
and dedicated way to help the office and institution excel.
Duties include, but are not limited to:
- Manage daily office operations, including scheduling,
correspondence, supply management, and maintaining an organized and
efficient work environment.
Manages calendars and schedules a high volume of meetings for
the Senior Associate Dean of Medical Education, Student Affairs
Deans, Assistant & Associate Deans, and the Director of OME.
Serves as the first point of contact for all individuals entering
the OME and is the front line of support for the office and the OME
deans, including taking calls, greeting and coordinating with
visitors, and managing the VCUOME outlook account.
Assists in problem solving and creating operational
efficiencies within the office.
Utilizes independent judgement to manage projects and
communication; reports progress and issues to the
assistant/associate deans and directors of the OME, and acts
proactively to resolve potential issues when appropriate.
Independently prioritizes meetings to ensure deadlines are met,
anticipates rescheduling to meet changing needs, and provides
communication and arrangements for all meetings.
Organize and prepare material for meetings, presentations, and
events for OME leadership.
Manage correspondence, including drafting, editing, and
proofreading emails, memos, and other documents.
Support special projects assigned by the OME leadership by
coordinating cross-departmental initiatives, researching background
information, compiling data, and tracking progress to ensure timely
completion.
Provides logistical support for meetings including agendas,
briefings, communications and follow up
Acts as the primary administrative support for the Excellence
in Learning Environment Response Team (ELERT) and Values in
Practice (VIP) process.
Schedules committee meetings as requested, communicates with
committee members, prepares documents and letters, and communicates
effectively and efficiently with constituents.
Provides scheduling support for faculty leading OME-sponsored
student support programs.
Researches and analyzes information for the OME using available
resources and/or contacts individuals to gather information as
needed.
Assists in preparation of accreditation related activities,
including preparing and maintaining documentation, committee
support, scheduling, coordinating visit logistics, etc.
Generates confidential leave of absence and academic documents
and communicates with students in accordance with institutional
policies.
Develops and maintains a system to track documentation.
Coordinates room scheduling for all internal and external
booking requests for space within the McGlothlin Medical Education
Center (MMEC) as well as submission of building and security access
requests.
Books travel for OME personnel and processes
reimbursements.
Provides office fiscal support by reconciling VCU purchase card
charges through Bank of America system and processing supply
orders.
Performs other duties as assigned.
Qualifications:
Minimum Qualifications
- 3-5 years of progressive administrative experience.
- Demonstrated experience in program management or management of
multiple complex tasks.
- Excellent interpersonal, oral, and written communication and
decision-making skills.
- Ability to rapidly multi-task with excellent organizational
skills.
- Ability to set priorities and meet deadlines in a fast-paced
environment that has demands from diverse constituent groups.
- Ability to effectively problem solve and function independently
with excellent attention to detail.
- Ability to compose appropriate written communication
documents.
- Collaborate as a team member and maintain excellent
relationships with colleagues and stakeholders.
- Proficient in Microsoft Office Suite including Word, Excel, and
PowerPoint.
- Experience with Zoom, DocuSign and Adobe.
- Strict confidentiality and the use of sound judgment and
discretion in the handling of sensitive and privileged
information.
- Demonstrated experience promoting a positive working and
learning environment for faculty, staff, and students.
- Demonstrated ability to work in and foster an environment of
respect, professionalism and civility with a population of faculty,
staff, and students from all backgrounds and experiences, or a
commitment to do so as a staff member at VCU.
Preferred Qualifications
- 5-7 years of experience as a senior level administrative
assistant providing support to organizational leadership.
- College degree or equivalent applicable training and/or
experience.
- Experience in the medical field or health sciences.
- Experience and knowledge of VCU procurement policies and
procedures, Banner and RealSource
Salary Range: $55,000-$65,000
Benefits : All full-time university staff are eligible for
VCU’s robust
benefits
package that includes comprehensive health benefits, paid annual
and holiday leave, generous tuition benefits, retirement planning
and savings options, tax-deferred annuity and cash match programs,
employee discounts, well-being resources, abundant opportunities
for career development and advancement, and more.
FLSA Exemption Status: Non-Exempt
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Fully Onsite
University Job Title: 1911B - Exec Administrative Assistant
GA Base; Exec Administrative Assistant GA 1-3 (19111N-19113N)
