Executive Assistant, School of Medicine, Office of Medical Education

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education. All full-time university staff are eligible for VCU’s generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU’s benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Position Summary:

VCU School of Medicine is seeking an Executive Administrative Assistant to provide professional level administrative support to the Senior Associate Dean of Medical Education and Student Affairs as well as the assistant/associate deans of the Office of Medical Education (OME) and support multiple initiatives of the office. The OME is responsible for planning, scheduling, evaluation and maintenance of medical student curricula and student affairs for the School of Medicine.
The primary function of this position is to assist the Senior Associate Dean and the OME by providing a wide variety of administrative and office coordination. Secondary executive administrative support is to the Liaison Committee on Medical Education Continuous Quality Improvement (LCME CQI) Standards Committee, the School of Medicine Curriculum Council and the Promotions and Advancement Committee.

Primary Responsibilities:

Duties include, but are not limited to:

•Supports the Senior Associate Dean of Medical Education and Student Affairs as well as all assistant/associate deans and directors of the OME in daily operations, including managing calendars, as directed.
•Prioritizes meetings to ensure deadlines are met and anticipate rescheduling to meet changing needs.
•Assist in problem solving and creating process efficiencies.
•Coordinates the LCME CQI Committee and Curriculum Council meetings.
•Prepares reports and attends all meetings to draft minutes and disseminate.
•Schedules Promotions and Advancement and Appeals Committee meetings, communicates with committee members, prepares documents and letters, and communicates with students regarding outcomes.
•Researches and analyzes information for the Office of Medical Education using available resources and /or contacts individuals to gather information as needed.
•Assists in preparation of accreditation, including documentation, committee support, and scheduling.
•Coordinates accreditation visit logistics.
•Books travel and processes reimbursements.
•Generates confidential leave of absence and academic documents and communicates with students.
•Develops a database to track documentation.
•Provides office fiscal support by reconciling VCU purchase card charges through Bank of America system and processing supply orders.
•Serves as the first point of contact for all individuals entering the OME and provides support for room scheduling as well as submission of building and security access requests.
•Performs other duties as assigned.

Minimum Hiring Standards:

•3-5 years of progressive administrative experience.
•Demonstrated experience in program management or management of multiple complex tasks.
•Excellent interpersonal, oral, and written communication and decision-making skills.
•Ability to rapidly multi-task with excellent organizational skills.
•Ability to set priorities and meet deadlines in a fast-paced environment that has demands from diverse constituent groups.
•Ability to effectively problem solve and function independently with excellent attention to detail.
•Ability to compose appropriate written communication documents.
•Collaborate as a team member and maintain excellent relationships with colleagues and stakeholders.
•Proficient in Microsoft Office Suite including Word, Excel, PowerPoint, and Access.
•Experience with Zoom, DocuSign and Adobe.
•Strict confidentiality and the use of sound judgment and discretion in the handling of sensitive and privileged information.
•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:

•College degree or equivalent applicable training and/or experience.
•Experience in the medical field or health sciences.
•Experience and knowledge of VCU procurement policies and procedures, Banner and RealSource

Position will remain open until filled.

The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

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



Department: SOM OME
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt

ORP Eligible: No

University Job Title: Exec Administrative Assistant GA 1-3 (19111-19113)




Contact Name: Brittany Usera

Contact Email: brittany.usera@vcuhealth.org