Executive Assistant

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 593520 Is this employee on a H1B Visa? No Position Type Staff Job Status Full-Time FLSA Indicator Non-Exempt Employee Group University Employee Department Nurse Anesthesia 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
• Provides executive assistant support to the Chair; manages calendars, plans meetings, takes minutes at faculty meetings.

• Prioritizes incoming phone calls, messages, and mail; assesses the urgency of requests and handles in a timely and professional manner, apprising Chair of potential issues and important matters.

• Establishes a welcoming and positive atmosphere and effectively manages systems and protocols in the Chair’s Office.

• Manages time-sensitive matters that require problem-solving and confidentiality.

• Creates, drafts, and prepares correspondence, presentation materials, and reports on the Chair’s behalf.

• Provides general administrative support to the Department and Faculty in support of operations.

• Assists with collection and reporting of student, clinical site, alumni, and employer satisfaction surveys; and program evaluations.

• Assists with the planning of internal and external events and meetings.

• Manages department calendar and schedules rooms for faculty and student use.

• Assists with generating gift acknowledgment letters to donors.

• Organizes and orders office supplies and stationery.

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

• Other 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 - $50,000 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 08/04/2021 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 https://www.vcujobs.com/postings/108456 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. Reference Letter - 1
2. Reference Letter - 2
3. Reference Letter - 3