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Executive Assistant

Virginia Commonwealth University
Virginia, United States
Salary Not Specified
Closing date
Sep 1, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Job Details

Position Information

University Code 19111 University Title 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 Multi Title Scope of Search Local Working Title Executive Assistant Position Number 592590 Is this employee on a H1B Visa? No Position Type Staff Job Status Full-Time FLSA Indicator Non-Exempt Employee Group University Employee Department Health Administration 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 College of Health Professions welcomes applicants to apply to an exciting Executive Assistant position in the Health Administration department. The primary purpose of this position is to:

• Provide executive assistant support to the Chair; manage calendars, plan meetings, take minutes at faculty meetings

• Prioritize incoming phone calls, messages, and mail; assess urgency of requests and handle in a timely and professional manner, apprising Chair of potential issues and important matters

• Establish welcoming and positive atmosphere and effectively manage systems and protocols in the Chair’s Office

• Manage time sensitive matters that require problem solving and confidentiality

• Create, draft and prepare correspondence, presentation materials, and report on the Chair’s behalf

• Provide general administrative support to the Department, Faculty, and Alumni Advisory Council

• Assist the Director of External Relations with planning of internal and external alumni events and meetings (not including program events)

• Manage department calendar and schedule rooms for faculty and student use

• Assist with generating gift acknowledgement letters to donors

• Organize and order office supplies and stationary

• Provide a friendly, positive, customer service oriented presence in the office

• Other relevant duties as assigned Minimum Hiring Standards
• 1+ years of administrative experience

• BS degree or equivalent work experience with progressively complex responsibility

• Possesses the organizational skill and flexibility to work effectively on multiple projects simultaneously

• Ability to prioritize tasks and nimbly move from one project to another based on competing deadlines and needs

• Considerable knowledge of standard office practices, procedures, and equipment

• Proficiency with Microsoft Office products to include Word, PowerPoint, and Excel

• Ability to exercise good judgment in making routine decisions and to use independent critical thinking and problem-solving skills to anticipate and meet the needs of the Department

• Strong customer service and interpersonal skills

• Ability to work either as part of a team or independently, depending on the day-to-day needs of the department

• Excellent professional communication skills, both written and verbal

• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU Preferred Hiring Standards
• 3+ years of administrative experience

• Previous work experience with significant progressively complex responsibility in a university environment

• Experience working with Google Suite

• Experience with VCU systems: RADAR, T4, EMS, travel booking, etc. Required Licenses/ Certifications Anticipated Hiring Range $35,000 - $43,000 Application Process/Additional Information Campus MCV Campus Hours/Week 40 hours/week Normal Work Days/Hours Monday - Friday/8:00am - 5:00pm Job Open Date 07/29/2021 Posting will close on or before Open Until Filled Yes Job Category 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 Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Please indicate your experience working in an administrative environment.
    • None
    • Less than three years
    • Three years but less than five years
    • Five or more years
  2. * Describe any experience you have maintaining calendars and scheduling meetings for multiple people in a busy organization.

    (Open Ended Question)

  3. * Describe your experience in coordinating and managing special events, including the size and scope of the events you managed.

    (Open Ended Question)

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

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