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Executive Assistant to SEMSS Vice President



The Executive Assistant to the Vice President for the Division of Strategic Enrollment Management and Student Success (SEMSS) provides high-level administrative support, oversees the day-to-day operations of the office, and independently manages multiple tasks (short and long-term) on a daily basis in a fast-paced environment using a variety of technical, analytical, communication, and organization skills. Reporting to the Vice President, the Executive Assistant interacts daily with the staff and campus partners at all levels and is a key member of the SEMSS team.

Core Responsibilities:

Administrative Support for Vice President (70%):
  • Provides high-level administrative support for the Vice President including extensive calendar management, records management, travel arrangement, logistical planning, and material preparation for meetings.
  • Acts as first contact and intermediary for VP of SEMSS, interacting with officials, staff at all levels and the public.
  • Provides information and issue resolution requiring comprehensive knowledge of institutional policies, procedures, and special issues.
  • Handles sensitive and confidential issues involving VCU executives and other executives in a diplomatic manner.
  • Attends division, committee, and other required meetings and oversees the coordination and preparation of agendas and supporting materials as needed, taking notes, and compiling minutes.
  • Manages day-to-day administrative operations of the office including developing and disseminating office procedures and policies, ensuring front office support and coverage, maintaining office supplies and equipment, receiving, screening, and routing telephone calls, visitors and mail, taking accurate messages, filing, making copies and other duties as called upon.
  • Prepares, reviews, and manages documents and correspondence requiring approval of the VP, including documents for submission to the Board of Visitors and other governing bodies.
  • Prepares, reviews, and coordinates division-wide and other communications from SEMSS VP maintaining appropriate professional tone and confidentiality.
Reporting and Data Management (15%):
  • Independently researches, prioritizes and handles matters addressed to the Vice President for SEMSS or escalates the matter as necessary.
  • Prepares and manages reports as assigned by the Vice President, including the maintenance of control files for matters in progress and follow up to ensure that actions are completed.
  • Assists in the research and analysis of data and the development of institutional and system level reports.
Special Events and Projects (15%):
  • Plans and coordinates all special events for the Division as assigned by the VP.
  • Coordinates, implements, and manages special projects as assigned by the Vice President including search process support and coordination and division-wide, one-time initiatives or needs.
  • Supports project-based and daily administrative support to the SAVP of Student Success as assigned with project-specific tasks.
  • Other duties as assigned.
Minimum Hiring Standards:
  • Bachelor’s degree and/or equivalent level of experience.
  • Demonstrated ability to successfully work in a diverse, multi-disciplinary, and complex environment.
  • Excellent verbal and written communication and customer service skills.
  • Strong computer skills with a high level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access), Google Office Suite, and ability to create presentations using Microsoft PowerPoint for conferences and key meetings.
  • Comprehensive knowledge of university policies, procedures, and organization.
  • Demonstrated ability to work independently and take initiative.
  • Strong organizational and planning skills, attention to detail, and ability to prioritize tasks meeting all deadlines in a timely manner.
  • Demonstrated strong work ethic and time management skills.
  • Demonstrated ability to problem-solve independently, exercise sound judgement, professional discretion, and a high level of confidentiality.
  • Able to handle sensitive and confidential issues involving VCU executives, other executives, and staff in a diplomatic manner.
  • Must be able to effectively communicate with university leadership, faculty, administrators, staff, students, and external stakeholders.
  • 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 Qualifications:
  • Understanding and proficient use of Banner, RealSource, and other platforms necessary for processing payments, making travel arrangements, and purchasing needs.
  • 3-5 years of office administrative experience in a fast-paced complex work environment, preferably in a university setting.
Position Number: 582850

Position Title: Executive Assistant

Department: 1904 SEM Admin

Role Code: 19111 Executive Admin Assistant GA 1

Position Type: Non-exempt

Salary: $50,000

ORP Eligible?: Yes

Open Date: 5/31/2023

Close Date: 6/18/2023

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