Executive Assistant to the Director

Position Information

University Code 19114 University Title Senior Executive Administrative Assistant 1 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 Regional Working Title Executive Assistant to the Director Position Number 589920 Is this employee on a H1B Visa? Position Type Staff Job Status Full-Time FLSA Indicator Non-Exempt Employee Group University Employee Department Massey Cancer Center 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

The Massey Cancer Center is seeking an Executive Assistant to the Director to:

• Manage executive level, efficient functioning of the Office of the director and administrative/project support to the Associate Directors and other Massey Cancer Center senior leadership
• Coordinates work assignments with the Director in responding to requests for management information and is responsible for providing quality service to internal and external customers in an accurate and timely manner while ensuring top efficiency
• Manages the Director’s calendar and all information flow to the Office of the Director
• Prioritizes multiple issues and holds responsibility for successful follow-through
• Resolves issues for the Director by using the Director’s goals and objectives and established University and VCU HS policy
• Coordinates special event planning for events related to the Director
• Serves as liaison for the Director, Massey Cancer Center and the at-large community in management of telephone calls and requests, mail services, office supplies and other duties
• Provides fiscal administrative support through preparing/processing travel and other expense authorizations and reimbursements, registrations and accommodations for the Director and senior leadership, in coordination with the Center’s business office
• Responsible for purchases for the Director including monthly reconciliations
• Supervises other administrative assistants and student workers as assigned
• Performs duties that are diverse and advanced

Minimum Hiring Standards

This position requires an individual who possesses a composite set of skills including experience in supervision, strong communication skills, strong organization skills, experience with sophisticated office systems, demonstrated administrative and interpersonal management skills and strong proofreading skills with acute attention to detail. Responsible self-starter with good judgment with ability to interpret policy, and the ability to handle sensitive and confidential matters. Position will regularly solve complex administrative problems independently. Experience in office workflow management at the executive/director ability to manage multiple priorities and “change gears” quickly and often with little or no disruption to the Center. Requires the ability to plan, execute and evaluate programs, meetings and conferences successfully. Demonstrated ability to work independently with limited supervision and the ability to work toward a common goal as part of the center administrative team. Must have high proficiency with software programs and databases, including MS Office(including Word, Excel, PowerPoint) and databases. Ability to prepare grants and scientific manuscripts with extensive footnotes, utilizing software and electronic methods required. Highly proficient and organized filing and record keeping skills are required. A thorough knowledge of business English and medical/scientific terminology is necessary. This position requires a high degree of flexibility, confidentiality, diplomacy and tact. Ability to understand the implications of new information for both current and future decision making and problem-solving. Ability to independently prepare presentations for the Director that include spreadsheets, charts and graphics.

Preferred Hiring Standards

BS degree preferred or equivalent with significant progressively complex experience in a university or healthcare environment and/or academic research environment. Experience working for a senior level executive or administrator in a complex health care system. Experience with MS Word, Excel, and PowerPoint software required. Experience with Photoshop and Ref Works strongly preferred.

Required Licenses/ Certifications Anticipated Hiring Range 50,000 - 70,000 - commensurate with experience Application Process/Additional Information Campus MCV Campus Hours/Week 40 Normal Work Days/Hours M-F, 9am-6pm, Varies Job Open Date 04/08/2021 Posting will close on or before Open Until Filled Yes Job Category Administrative/ Secretarial/ Clerical Is this a restricted position? No Is this position eligible to participate in alternative work arrangements? Yes Sensitive Position No Resource Critical Yes Quick Link https://www.vcujobs.com/postings/105012 Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How may you go about anticipating the needs of an executive?

    (Open Ended Question)

  2. * Please desribe your experience supporting top executives or directors in an academic research and/or complex healthcare environment.

    (Open Ended Question)

  3. * Please describe a situation in which you worked hard to coordinate a complex project with complicated logistical details and found that something you anticipated 'fell apart.' Describe the situation and how you handled it.

    (Open Ended Question)

Optional & Required Documents
Required Documents Optional Documents
  1. Cover Letter/Letter of Application
  2. Other Document
  3. Resume

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