Administrative Assistant, Director's Office

Summary
The Administrative Assistant, Director’s Office provides vital administrative support for the Executive Director and Managing Director of the ICA. The Administrative Assistant is a key member of the Director’s administrative team. This person will serve as the primary coordinator of the Executive Director’s daily activities and manage the workflow of the Directors’ offices including, but not limited to: schedule management, gatekeeping, records and reporting, and advisory board support. This position will provide operational and administrative support so that the Directors can focus efforts on furthering all aspects of the vision and mission of the ICA.

Typical Duties
Serves as a liaison between the Executive Director, the ICA staff and advisory board, University leadership, staff and students, funding agencies, current and prospective donors, and other key internal and external constituents.

Coordinates advisory board & committee meetings, including: event set-up, taking notes, preparing board minutes, packets, and correspondence.

Supports ICA internal meetings, including those for the full team and director’s group.

Assesses needs of individuals coming to or contacting the Director’s office and either provides direct assistance or redirects appropriately using sound judgment and professional discretion and in accordance with knowledge of and in compliance with University policies, procedures, guidelines, etc. Independently resolves issues and follows up to determine satisfactory results were achieved.

Manages the workflow of the Director’s office to ensure efforts are coordinated, effective and efficient, and that the office can provide the highest level of quality, professionalism, and service.

Assists Executive Director and Managing Director in prioritizing responses including apprising of time sensitive/urgent matters and those that are of a sensitive/confidential nature. Tracks deadlines so that requests for information, complaints, clarification of information, etc., are responded to in a timely manner.

Independently coordinates multiple projects ranging in scope and complexity to include preparing documents, reports, presentations, in support of the Directors and the mission of the ICA.

Manages the Executive Director’s calendar so that it is accurate at all times. Oversees scheduling. Prioritizes meetings/schedules to ensure deadlines are met and reschedules meetings/appointments to meet changing needs. Sends reminders and confirms all appointments in advance of scheduled meetings, as appropriate.
Researches and analyzes information for the Director’s Office using available resources and/or contacts individuals to gather information, as needed.

Exercises an understanding and sensitivity to the unique body of faculty, staff, students, artists, performers, and board members, and exhibits professional ethics and confidentiality when working with this diverse constituency.

Makes routine decisions using discretion and judgment and shows initiative with little outside direction.

Qualifications


Minimum Qualifications
Must be highly organized, detail oriented, and willing to work as part of a collaborative team.

Demonstrated ability to work on multiple projects simultaneously and maintain confidentiality in a fast-paced environment.

Excellent ability to prioritize tasks and manage them in an orderly manner

Must be flexible and willing to adapt to both University and ICA protocols

Demonstrated proficiency with Google Apps, including Docs, Sheets, Slides, and Calendar, as well as other common office software and hardware

Experience using project management tools and software

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
Experience working in the cultural and/or higher education sectors

Experience working with institutional leadership, such as in a director or dean’s office

A bachelor’s degree from an accredited institution of higher learning, or equivalent education and experience

Salary Range: $42,000-$45,000



Position Details:

Department:
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1.0
Exemption Status: Non-Exempt

Contact Information:

Contact Name: Traci Garland

Contact Email: thgarland@vcu.edu