Executive Administrative Assistant - School of Population Health
Virginia Commonwealth University
Richmond, VA
Full-time
Administration / Clerical
Posted on April 2, 2024
Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.
VCU School of Population Health is seeking an Executive Administrative Assistant to provide professional level administrative support to the Dean.
Position Summary & Primary Responsibilities:
The primary function of this position is to provide essential administrative support to the Dean and the Dean's Office. 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.
Duties include, but are not limited to:
- Supports the Dean in daily operations, including managing calendars, as directed
- 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 deans, associate deans and directors and acts proactively to resolve potential issues when appropriate
- Prioritizes meetings to ensure deadlines are met and anticipates rescheduling to meet changing needs
- Provides logistical support for meetings including agendas, briefings, communications and follow up
- Schedules committee meetings as requested, communicates with committee members, prepares documents and letters, and communicates effectively and efficiently with constituents
- Coordinates room scheduling as well as submission of building and security access requests
- Books travel for Dean 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
- College degree or equivalent applicable training and/or experience
- 3-5 years of progressive administrative experience
- 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, PowerPoint, and Access
- Experience with Zoom, DocuSign and Adobe
- Strict confidentiality and the use of sound judgment and discretion in the handling of sensitive and privileged information
- Must have a demonstrated commitment to fostering diversity and inclusion in past experiences or a commitment to do so as a staff member at VCU
- 5-7 years of experience as a senior level administrative assistant providing support to organizational leadership
- Experience and knowledge of VCU procurement policies and procedures, Banner and RealSource
University Job Code: 19111-19113
ORP Eligible: No
VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!
Salary Range: $55,000-$62,000
Position Details:
Department: School of Population Health
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt
Contact Information:
Contact Name: SOM HR
