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Executive Administrative Assistant

Virginia Commonwealth University
Virginia, United States
Salary Not Specified
Posted Date
Jul 12, 2022

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Position Type
Faculty Positions, Business & Management, Management, 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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VCU School of Nursing is seeking an Executive Administrative Assistant to provide support to the Associate Dean for Research and the Office of Research, Scholarship, and Innovation (ORSI).

Typical Duties:

This position provides general administrative support in the form of managing calendars, scheduling meetings, providing meeting support, document preparation and management, website updates, and providing other programmatic support within ORSI:

Provides administrative support to the Associate Dean for Research (ADR): Collaborates with ORSI staff to meet departmental goals within the context of the VCU Quest for Distinction. Provide copies and previews materials for all administrative meetings; works to make sure required preparation activities are completed in advance of due dates. Produces required reports; composes and disseminates correspondence and completes forms on behalf of the ADR. Schedules and manage calendar of ADR. Assists with programmatic support for research forums and training activities.

Provides administrative support to the Langston Center: Assist the Director of the Langston Center with the planning and implementation of Langston Center activities. This may include calendar support, scheduling meetings and events, communicating with and coordinating travel arrangements and other required materials for guest speakers. Assist with general updates to the website.

Provides administrative support to ORSI: Supports ORSI activities (participates in department meetings, faculty meetings, advisory group meetings, and search committees). Records and maintains accurate and complete records of minutes; assures transfer of ORSI action to relevant committees or administrators, tracks completion of ORSI goals; maintains records of communication between the ADR and others in an organized, retrievable manner. Manages day-to-day functions of ORSI efficiently and effectively. Responds effectively to emergency needs and situations and is able to effectively problem solve. Maintains ORSI calendar in Google Calendar. Collaborates with ADR to ensure effective administration of department.

Financial Management: Responsible for ensuring expenditures comply with State and University policies and procedures. Creates purchase orders in RealSource, receives order in Banner upon receipt, and ensures prompt and accurate payment to all vendors by the submission of timely invoices to Procurement. Uses and manages University Approved Corporate Card according to School and University procedures. Monthly reconciliation of purchase card in accordance with established university policies and procedures including online receipt, sign-off, and processing of journal vouchers to the correct index and account. Establishes and maintains filing system to keep record of all expenditures and transactions. Collaborates with Business Manager to assign correct index and account codes and ensure compliance with all University and School policies and procedures related to financial management. Reconciles department indexes on a monthly basis and also meets monthly with ADR to discuss expenditures.

Risk Management: Demonstrates a commitment to risk assessment (considering cost, benefit, and impact) - utilized identified internal control mechanism - practices routine verification of the accuracy data.

Other duties as assigned.

Minimum Hiring Standards:

  • Knowledge of organizational systems and operations of academic units
  • Knowledge of leading- edge concepts in office management, administrative support strategies, communication and problem solving strategies
  • Knowledge of federal, state and university policies and procedures related to administration of academic units
  • Knowledge of relevant computer software programs including Windows operating system, Microsoft Office, Google, email and calendar programs
  • Knowledge of fiscal systems (Banner and RealSource
  • Knowledge of federal, state, and university policies and procedures related to administration and fiscal management
  • Works independently and collaboratively, relying on sound judgement and professionalism
  • High level organizational skills
  • High level oral, written and interpersonal communication skills
  • Initiates effective and efficient problem solving
  • Skillful in following complex directions
  • Maintains awareness of long-term goals while attention to detail
  • Works as an effective team member
  • Sets priorities and meets deadlines in a high-paced environment with multiple competing demands and multiple constituents
  • Proficient in accessing resources via the internet
  • Identify and meet continuous quality improvement needs
  • High school diploma or equivalent
  • Ability to accurately perform basic mathematical calculations
  • Demonstrated extensive experience as an administrative assistant and office management
  • A record of excellent customer service and communication skills
  • Successful work history demonstrating either effective project management or management of multiple complex tasks
  • 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:

Post-secondary education or equivalent combination of training and experience

Position's ' Physical/ Cognitive Requirements:

Physical Demands and Activities:

Light lifting (<20 lbs.) - Essential

Pushing/pulling - Marginal

Walking - Essential

Standing - Marginal

Climbing - Marginal

Sitting - Essential

Reaching - Essential

Repetitive motion - Essential

Bending - Essential

Emotional Demands:

Fast pace - Essential

Multiple stimuli - Essential

Mental/Sensory Demands:

Memory - Essential

Reasoning - Essential

Hearing - Essential

Reading - Essential

Analyzing - Essential

Logic - Essential

Verbal communication - Essential

Written communication - Essential

Salary Range: $45,000 - $55,000

Position Details:

Department: School of Nursing/Office of Research, Scholarship, and Innovation
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt

University Job Title: Exec Administrative Assistant

ORP Eligibility: No

Contact Information:

Contact Name: Demmie Pennix

Contact Email:

Contact Phone: (804) 628-7583

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