Administrative Coordinator

Summary

The School of World Studies in the College of Humanities and Sciences invites applicants to apply for an opportunity to join the team as an Administrative Coordinator. In the School of World Studies, we explore what it means to be human. Using anthropology, foreign languages, international studies and religious studies, we investigate the depth and breadth of the human experience so we can address the challenges we face as global citizens.

Administrative Coordinators perform a wide variety of administrative, logistical, operational, and technical tasks related to operating a school, department or business unit. Their typical responsibilities may include tracking and scheduling projects; filing summary reports; archiving; communicating with vendors; managing invoices; providing responses to email and/or phone inquiries. They may work independently or as a member of a team. They work under intermittent supervision, resolving most standard issues independently and referring complex issues to an upper-level manager. Administrative Coordinators typically report to a supervisor or manager or in some areas may report to an administrator.

Senior Administrative Coordinators are distinguished from Administrative Coordinators by a greater knowledge of the administrative coordinator role; the complexity of assigned work; an ability to identify options and develop solutions for unique or unprecedented situations; greater decision-making authority; and the judgment, resourcefulness, and ability to identify issues and/or areas that should be addressed differently. They are resources for others, participating in mentoring, coaching, and training.

Job-Specific Duties

The position provides support and management of the administrative functions of the School of World Studies. This position serves as office manager, fixed asset custodian, building manager, and event coordinator for the School. Responsibilities include, but are not limited to: managing phones and correspondence; assisting the Chair, Associate Chair, core, and adjunct faculty with clerical and administrative tasks; managing the calendar of the Chair; organizing and facilitating special projects; supervising work-study/student workers; coordinating meetings and events; coordinating marketing and social media; managing and drafting a newsletter; maintaining adequate supplies; liaising with the unit’s HR and fiscal administrators; and ensuring the physical environment and technology needs are functional and well maintained. It is expected that the employee can understand how to connect their tasks and new processes/systems to the broader department and CH&S goals and initiatives to move the department’s mission forward and to foresee departmental challenges and opportunities.

Typical Education and Experience

Minimum Hiring Standards :
Skills:
•Proficiency using Microsoft Word and Excel
•Experience using Google Apps (Forms, Drive, Docs, Sheets, etc.).
•Exceptional verbal and written communication skills.
•Strong organizational skills.
Abilities :
•Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU.
•Demonstrated ability to work independently.
•Demonstrated ability to prioritize work and handle multiple priorities simultaneously.
•Undergraduate degree or equivalent work experience.

Suggested Minimums :
•Bachelor’s degree or equivalent work experience in an administrative role.
•Proficiency and experience using Microsoft Word and Excel, Google Apps (Forms, Drive, Docs, Sheets, etc.).
•Demonstrated ability to deal effectively with a wide variety of people in person, on the phone or electronically.
•Basic ability to interpret and calculate data.
•Exceptional communication skills, including verbal and written, and the ability to draft and edit documents.
•Ability to multitask and work independently using available resources.
•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 :
•Previous experience in an administrative/office support position.
•Proficiency using a number of university-specific programs including, but not limited to, Banner, RealSource, Chrome River Mercury, Christopherson, etc.
•Preferred demonstrated interest in international affairs or studies, world languages, and cultures
•Preferred knowledge of the University and College of Humanities & Sciences.

Job-Specific Physical and Cognitive Requirements

Physical Demands & Activities
Light Lifting (<20 lbs.): Essential
Moderate Lifting (20-50 lbs.): Marginal
Pushing/Pulling: Marginal
Standing: Marginal
Sitting: Essential
Repetitive Motion: Marginal
Walking: Essential
Climbing: Marginal
Reaching: Marginal
Bending: Marginal

Emotional Demands
Fast pace: Essential
Average Pace: Essential
Multiple Stimuli: Essential
Intense Customer Interaction: Marginal
Frequent Change: Essential

Mental/Sensory Demands
Memory: Essential
Reasoning: Essential
Hearing: Essential
Reading: Essential
Analyzing: Essential
Logic: Essential
Verbal Communication: Essential
Written Communication: Essential

Salary Range: $41,000 to $53,000



Position Details:

Department: School of World Studies
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt

Optional Retirement Program (ORP) Eligible: No

Eligible for Alternative Work Arrangements: No



Contact Information:

Contact Name: Amy Rector

Contact Email: alrector@vcu.edu

Contact Phone: 804-827-3406