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Sr. Administrative Coordinator

Virginia Commonwealth University
Virginia, United States
Salary Not Specified
Posted Date
Jun 21, 2022
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Sr. Administrator Coordinator

Internal Medicine/ Division of Cardiology/Pauley Heart Center

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:

This Sr. Administrative Coordinator supports the Director of the Pauley Heart Center, who also serves as the Chair of the Division of Cardiology. The Senior Administrative Coordinator provides complex calendar management, email, and general workflow support to the Director/Chair, ensuring that Pauley Heart Cener’s strategic goals are being met and the Director is compliant with any required trainings, and grant deadlines.

Major Job Function
Administrative and Operational Support for the Division Chair/Director
  • Manages the daily workflow of visitors and a complex appointment calendar including meetings and professional travel, Schedules all meetings; obtains any background materials as necessary and distributes to the Chair/Director and makes other necessary preparation
  • Serves as liaison for the Chair/Director of the Pauley Heart Center, and the at-large community in management of telephone calls and requests, mail services, office supplies and other duties.
  • Fiscal coordination with Administrative and University Departments as well as prompt processing of expenditures in accordance with VCU and VCUHS policies and procedures and State policies.
  • Assists with Center projects as necessary to meet overall departmental goals and objectives on a daily basis
Time Management and Travel Coordination
  • Using independent judgement based on working knowledge of situations, schedules meetings/activities for the Chair/Director in order that they may make efficient use of time
  • Coordinates the Chair/Director’s travel, including but not limited to:hotel reservations, airline/train reservations, itineraries, and processing of expenses and reimbursement in accordance with University and VCUHS policies and procedures accurately and in a timely manner
  • Also, when needed, makes travel and lodging arrangements for outside speakers, reviewers, donors, and other guests of the department including parking arrangements and procurement of needed services Center projects as necessary to meet overall departmental goals and objectives on a daily basis
Required Education, Experience, and Abilities
  • This position requires an individual with at least 3 years of proven successful senior level administrative assistant experience
  • Demonstrated effective administrative and interpersonal management skills
  • Strong proofreading skills with acute attention to detail
  • Experience with software programs and databases, including MS Office (Word, Excel, PowerPoint) and databases
  • High degree of flexibility, confidentiality, diplomacy and tact
  • Ability to understand the implications of new information for both current and future decision making and problem-solving
  • Competent in record maintenance, regulatory compliance and data management
  • Significant experience in a university or healthcare environment and/or academic research environment
  • Ability to work independently and as a team member
  • Strong written and verbal communication, proactive problem solving, decision making, planning, organization skills, and time management
  • Experience with sophisticated office systems
  • 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 in assisting the formatting of manuscripts for publication
  • Experience in a university setting and a medical environment
Job Specific Physical and Cognitive Requirements
Light lifting (less than 20 lb), fast pace, multiple stimulation, intense customer interaction, frequent change, memory, reasoning, hearing, reading, analyzing, logic, and verbal and written communication

Other Related Information

ORP Eligible: No

Hours / weeks - 40 hours weekly

Days /hours - Monday - Friday, Generally 8:00 am - 5:00 pm

Position will remain open until adequate applications are received

This is a restricted position with no set end date and continued employment is dependent upon project need, availability of funding, and performance.

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 - $55,0000

Position Details:

Department: Internal Medicine/Division Cardiology/Pauley Heart Center
Employment Type: UF - University Employee FT
Restricted Status: Yes
FTE: 1
Exemption Status: Non-Exempt

Contact Information:

Contact Name: Brenda Alexander

Contact Email:

Contact Phone:

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