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Executive Administrative Assistant

Virginia Commonwealth University
Virginia, United States
Salary Not Specified
Posted Date
Dec 3, 2021

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Position Type
Faculty Positions, Health & Medicine, Medicine, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Deans
Employment Level
Employment Type
Full Time
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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. OME is responsible for planning, scheduling, evaluation and maintenance of medical student curricula 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 Competency Based Graduation (CBG) program, Liaison Committee on Medical Education (LCME) Standards Committee and the School of Medicine Curriculum Council. 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 of OME and Student Affairs 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. Assumes the lead for scheduling and preparing the SOM academic calendars. Coordinates the CBG program, LCME Standards and Curriculum Council meetings. Prepares reports and attends all meetings to draft minutes and disseminate. Schedules Promotions and Advancement 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. 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.

Required Education and Experience

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. 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 Education and Experience

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.

University job code: Executive Administrative Assistant 1-3

Position will remain open until filled with a priority application date of December 17th, 2021

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.VCU School of Medicine comprises 18 clinical departments, eight basic health science departments, and 11 affiliated institutes and centers, and provides preeminent education to physicians and scientists in order to improve the quality of healthcare for humanity. All full-time university staff are eligible for our generous benefits package that includes choices for health,vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off,12 paid holidays, and more. Explore our benefits further here:

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 -$55,00

Position Details:

Department: Dean's Office
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt

Contact Information:

Contact Name: Lelia Brinegar

Contact Email:

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