Executive Administrative Office Assistant

Position Information

University Code 19113 University Title Executive Administrative Assistant University Job Family General Administration ORP Eligible No For more information on ORP, visit: Retirement Plans
Recruitment Pool All Applicants Recruitment Type Job Series Scope of Search National Working Title Executive Administrative Office Assistant Position Number 592440 Is this employee on a H1B Visa? No Position Type Staff Job Status Full-Time FLSA Indicator Non-Exempt Employee Group University Employee Department Periodontics Organizational Overview

At VCU, we Make it Real through learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers for diversity, VCU is a great place to work. It’s a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work.

Position Primary Purpose and General Responsibilities

This position will serve as the Executive Administrative Assistant for the Department of Periodontics Office within VCU School of Dentistry and Dentistry@VCU, a private entity. The School of Dentistry consists of approximately 75 full-time faculty members, over 100 classified, UAP and hourly staff, over 200 part time faculty members and over 540 residents and students. The incumbent will serve as the front line coordinator ensuring all teaching clinics associated with the Department of Periodontics are staffed by periodontal providers, as appropriate, given patient volume and provider availability, and in accordance with School of Dentistry protocols and master schedule. Periodontal providers are approximately 55 in number to include residents, adjunct faculty and full-time faculty. Verbal and written communication with and tracking of provider schedules, credentials and adherence to School of Dentistry and University training modules and policies are essential aspects of this position. Duties related to the Periodontal Residency Program include coordination of externships and resident interviews, on-boarding, mock boards and graduation.

Additional duties entail answering and directing incoming calls from the main line of the department phone; meeting and greeting visitors to the department; retrieving and delivering mail from the mailroom; ordering supplies; assisting with event planning, travel and purchasing duties alongside the Office Manager/Executive Administrative Assistant; and performing other duties as required.

Minimum Hiring Standards

• Knowledge of axiUm dental Scheduler functionality

• Ability to use Microsoft Office including Word and Excel or equivalent word processing and spreadsheet software

• Excellent attention to detail

• Excellent customer service, interpersonal, organizational and time management skills

• Excellent oral and written communication skills

• Ability to prioritize and multi-task work

• Ability to work independently

• Ability to handle confidential information, exercise sound judgment, interpret policies, and make sensible recommendations and decisions

• Ability to work well in a team environment

• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so at VCU

Preferred Hiring Standards

• Associate Degree or equivalent related experience and/or training

• Dental/Medical terminology strongly preferred

• Working experience with an EHR system for scheduling purposes strongly preferred

• Experience with provider staffing needs of the teaching clinics, Department of Periodontics

• Experience in a higher education environment

• Knowledge of VCU Procurement and Timekeeping: Banner and RealSource

Required Licenses/ Certifications Anticipated Hiring Range Commensurate Application Process/Additional Information Campus MCV Campus Hours/Week 40 Normal Work Days/Hours Monday - Friday Job Open Date 04/30/2021 Posting will close on or before 05/07/2021 Open Until Filled No Job Category Administrative/ Secretarial/ Clerical Is this a restricted position? No Is this position eligible to participate in alternative work arrangements? No Sensitive Position No Resource Critical Yes Quick Link https://www.vcujobs.com/postings/105645 Posting Specific Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents

1. Resume

Optional Documents

1. Cover Letter/Letter of Application
2. Other Document
3. Reference Letter - 1
4. Reference Letter - 2
5. Reference Letter - 3