Division Administrator

Summary

The Division of Inclusive Excellence has an exciting opportunity for a Division Administrator.

The Opportunity

This position provides administrative and operational support oversight to the Division of Inclusive Excellence. The incumbent will participate in developing and implementing administrative standards, policies, and practices for the organization while maintaining confidentiality, tact, and diplomacy. This position will also be a liaison between the Vice President and other internal and external officials and organizations. General duties include oversight of the Vice President's office calendar, including cabinet-level activities. The Division Administrator assists with all aspects of planning special university-wide and community-based events (development advisory board, campus/community diversity programming, community outreach contacts, etc.).

Minimum Hiring Standards:

· Bachelor's degree.

· Minimum five years of administrative experience in higher education.

· Strong work ethic and ability to work in and navigate changing environments.

· Ability to take initiative to meet unit goals.

· Strong interpersonal skills and ability to develop and nurture collaborative relationships and partnerships with others.

· Strong organizational skills with attention to detail and follow-up.

· Strong written and verbal communication skills.

· Able to juggle multiple projects.

· Experience with Zoom and other conferencing software.

· Experience working in higher education technology.

· Experience working with a remote workforce.

· Experience with Google apps.

· Experience exercising discretion and sensitivity to confidential 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.

Core Responsibilities:

Strategic Partnership and Administration Support

· Serves as the first point of contact and is the liaison for the Vice President and external stakeholders, including university leadership.

· Screens, prioritizes, and responds to requests as needed.

· Utilize strong decision-making skills to define the importance, necessity, and time sensitivity of requests for the VP’s schedule.

· Plans and oversees scheduling of meetings, conferences, and appointments, including preparing required materials and overseeing necessary arrangements as directed or determined.

· Interfaces and coordinates with multiple University departments in managing arrangements and logistics for conferences, developing and disseminating presentation materials, arranging for supplies and equipment, and other related needs.

· Create systems for tracking, monitoring, and following the progress of projects.

· Assist with preparing data-driven reports that include visuals.

· Coordinate diversity and equity events with other units, including logistics (e.g., calendar invites, in-person and/or virtual meetings.

· Develop and maintain a university and community equity, inclusion, and diversity events calendar.

· Schedule and coordinate meetings and events of the Inclusive Council (the Advisory Council or IES)

· Strategically manage the Vice President’s time and involvement in projects and decision-making processes, ensuring an appropriate balance of attention to the highest priority items.

· Provide leadership for day-to-day operations to ensure that the Vice President can focus energies on critical work of advancing the university’s mission on DEI.

· Assure Inclusive Excellence reflects and operationalizes the values of diversity and equity inherent to the work of its Units and provide oversight, guidance, and leadership as necessary.

· Consult with the fiscal administrator, maintain office supplies, and identify equipment needs.

· Consult with HR Professional for HR actions for the division.

Communications

· Prepare Vice President for all meetings, including development and/or distribution of agendas, scribing, compiling, and disseminating notes/minutes, including action items.

· Review correspondence and draft responses as appropriate.

· Facilitate talking points for the Vice President for external communications and develop internal communications to staff and/or executive leadership throughout the organization.

· Speak internally and externally on behalf of the Vice President as necessary and support executive leadership to effectively manage relationships with external stakeholders in support of Inclusive Excellence programs and initiatives.

· Strategically manage the Vice President’s calendar, ensuring all engagements are prioritized appropriately, internal/external communications leading up to meetings/events are well managed, personal commitments are noted, and travel needs are addressed.

· Work with the communications team and support Social Media and website development.

As the needs of the University may change over time, other duties may be assigned at the Vice President’s discretion. Contributes to the University's overall success by performing other essential duties and responsibilities as assigned.

Salary Range: $65,000 - $75,000

Position Details:

Department: Inclusive Excellence
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Exempt