Executive Assistant, School Of Medicine, Office Of Medical Education

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. All full-time university staff are eligible for VCU's generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU's benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Position Summary and Primary Responsibilities:

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. The OME is responsible for planning, scheduling, evaluation and maintenance of medical student curricula and student affairs for the School of Medicine.

The primary function of this position is to provide essential administrative support to the Senior Associate Dean and the OME with exceptional executive level organization and collaboration. This position will independently manage multiple administrative tasks and office coordination on a daily basis in a fast-paced environment. The ideal candidate will be detail and accuracy oriented with excellent time management skills, and demonstrate flexibility in order to manage the constantly evolving needs of the office. The candidate will also be student-focused with the capability to take initiative in an entrepreneurial, trustworthy and dedicated way to help the office and institution excel.

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 and directors of the OME in daily operations, including managing calendars, as directed.

• Serves as the first point of contact for all individuals entering the OME and is the front line of support for the office, including taking calls, emails, greeting and coordinating with visitors.

• Assists in problem solving and creating operational efficiencies within the office.

• Utilizes independent judgement to manage projects and communication; reports progress and issues to the assistant/associate deans and directors of the OME, and acts proactively to resolve potential issues when appropriate.

• Prioritizes meetings to ensure deadlines are met and anticipates rescheduling to meet changing needs.

• Provides logistical support for meetings including agendas, briefings, communications and follow up.

Acts as the primary administrative support for the Excellence in Learning Environment Response Team (ELERT) and Values in Practice (VIP) process.

• Schedules committee meetings as requested, communicates with committee members, prepares documents and letters, and communicates effectively and efficiently with constituents.

• Provides scheduling support for faculty leading OME-sponsored student support programs.

• 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 related activities, including preparing and maintaining documentation, committee support, scheduling, coordinating visit logistics, etc.

• Generates confidential leave of absence and academic documents and communicates with students in accordance with institutional policies.

• Develops and maintains a database to track documentation.

• Coordinates room scheduling as well as submission of building and security access requests.

• Books travel for OME personnel and processes reimbursements.

• Provides office fiscal support by reconciling VCU purchase card charges through Bank of America system and processing supply orders.

• Performs other duties as assigned.

Minimum Hiring Standards:

• 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.

• Experience with Zoom, DocuSign and Adobe.

• 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, and commitment to do so as a staff member at VCU.

Preferred Hiring Standards:

• 5-7 years of experience as a senior level administrative assistant providing support to organizational leadership.

• 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.

Position will remain open until filled.

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.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!