Senior Executive Assistant - School Of Social Work

Senior Executive Assistant - School of Social Work Benefits of working at VCU

All full-time university staff are eligible for VCU's robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU's benefits here.

Job Code Recruitment Pool All Applicants Posting Number req5852 Unit School Of Social Work MBU Department School of Social Work Department Website Link https://socialwork.vcu.edu/ Location VCU Address 1000 Floyd Ave, Richmond, VA 23284 USA Duties & Responsibilities

Summary:

This highly visible position serves as the Dean's executive assistant and is accountable for the activities of the Dean's office and many components of the School. Interactions are with the highest university/state, public/private officials, and with national organizations. Maintaining collegial relationships with these constituencies is essential. The Executive Assistant provides leadership, applies knowledge and skills, promotes efficiency, and expedites the flow of information to, from, and through the Dean's office and areas noted above by coordinating, performing, and managing a wide variety of assignments and projects essential to the School's mission. The Assistant maintains a significant role in planning and executing major School events.

The Executive Assistant to the Dean performs high-level duties associated with ensuring smooth operations. The primary responsibility of this position is to provide direct, executive-level support to the dean managing multiple tasks (short and long-term) on a daily basis in a fast-paced environment using a variety of technical, analytical, and organizational skills. The incumbent will also coordinate all travel arrangements and reimbursements for the dean, monitor purchasing/expenditures. This individual serves as building manager and event planner. Responsibilities include scheduling and coordinating meetings; coordinating office operations; providing professional level logistical support for programs and events.

Typical Duties

Administrative Support Duties:

• Provide executive level support to the dean and serve as their liaison.

• Plan meetings and ensure they are entered accurately and in a timely manner.

• Use diplomacy and judgment in managing the dean's valuable time resources.

• Independently problem solves day-to-day issues ranging from those of a routine nature to those of complexity using knowledge of VCU's organizational structure, policies/procedures, office protocols, strategic priorities, etc.

• Brings matters of significance to the attention of the dean or others, as needed.

• Coordinate and plan travel arrangements and accurately submit reimbursements for dean and guest travelers.

• Maintains committee assignment list.

• Manages various resources such as the reservationless conference call account and generic emails.

• Posts minutes and policies to the school blackboard site as needed.

Meeting and Event Planning Duties:

• Independently plan various school-wide events, and assist with planning fundraising and donor events. Meet established deadlines, manage event budgets, participate in weekly event operations meetings, and pay vendors according to University guidelines.

• Reserving appropriate space; providing reception assistance; preparing the agenda; determining appropriate vendors for the event; securing catering; preparing name badges; arranging for staff the day of the event; coordinating participant lists and determining appropriate university representatives. Also ensures the event runs smoothly from set-up to tear down by being on-site the day of.

• Arranges, staffs, and prepares agendas and documents for the school-wide meetings and faculty assembly meetings; prepares and disseminates minutes; posts all meeting documents to Blackboard and google drive. Reserves appropriate meeting space in spring of each year.

• Plans and staff annual planning meeting (retreat) and welcome event.

• Responsible for annual CSWE APM conference planning. Purchasing booth, ad, furniture, electricity, internet service, decor, arranging shipping, coordinating volunteers, planning reception, etc. Pays close attention to deadlines and manages the budget.

• Serves as school EMS manager. Works with university EMS as needed.

• Helps external entities with reservations, or delegates to receptionists.

• Plans annual calendar for school meetings: school-wide meeting, faculty assembly, G&O, Programs, and

• BSW, MSW, and PhD committees. Notes all meetings on school calendar and reserves space in EMS

Facilities Management Duties:

• Assist with the planning, design, and assignment of office and common space use, while retaining flexibility to meet unexpected needs. Conduct annual space surveys per direction of facilities management and ensure spaces are properly documented and in alignment with new budget model guidelines.

• Coordinate renovations, purchases, and resolution of building-related issues by liaising with facilities management, vendors, housekeeping, VCU police, and other entities.

• Disseminates facilities management correspondence to all affected faculty/staff.

• Coordinates with the Assistant Dean for Finance and Administration on Office logistics and room assignments.

• Issues keys and is assigned key holder for the school. Maintains lock box.

• Delegates assignments to front desk staff, such as placing work orders.

• Manages telephone orders.

• Manages and grants building access for prox cards.

Management of Information and Reception Center Duties:

• Supervises Information Center student workers;

• Assures that this center of school activity is properly staffed and maintained at all times;

• Ensures that the information desk is covered during SSW business hours;

• Monitors flow of inquiries (both in person and through media) received by the Information and Reception Center and ensures that they are responded to professionally and in a timely fashion.

• Provides consistent, constructive feedback to staff.

• Provides direction on tasks and ensures that all tasks are completed to satisfaction.

Purchasing and Budget Management Duties:

• Adequately plan for the use of funds during the annual budget planning process and monitor expenditures on a monthly basis to ensure purchases are properly documented.

• Ensure all purchases and budget transactions adhere to University policies and procedures; and, resolve issues in a timely manner.

• Complete monthly p-card reconciliations according to established procedures and guidelines.

• Be a good steward of University resources.

• Manages P-Card.

• Purchases for the dean's office and events such as CSWE APM.

Qualifications

Preferred Qualifications

• Executive level administrative experience in a university setting

• Experience with teleconferencing and video conferencing equipment

• Knowledge of state and university purchasing and travel policies and procedures

Minimum Qualifications

• Bachelor's degree or equivalent experience

• Experience coordinating the daily operations of an office

• Experience planning executive-level meetings and events

• Experience in budget planning and/or budget management

• High proficiency in Google applications, internet software, Microsoft Office applications (Word, Excel, PowerPoint)

• Strong organizational skills

• Exceptional customer service skills, and positive, helpful, service-oriented attitude

• Demonstrated ability to deal effectively with wide variety of people in person, on the phone, or electronically

• Proven ability to work in a fast-paced environment, sometimes under pressure

• Demonstrated ability to prioritize work, handle multiple tasks, and meet deadlines

• Proven ability to attend to details and experience proofreading work of others

• Demonstrated ability to be self-motivated, work independently, and take initiative

• Demonstrated ability to independently problem solve using sound judgment and professional discretion

• Demonstrated high level of professionalism, strong work ethic, organizational and time management skills

• Demonstrated ability to handle confidential matters and exercise discretion

• Demonstrated ability to interpret and apply university policies and procedures

• Ability to work in a diverse work environment

FLSA University Employee Job FTE 100% Exemption Status Non-Exempt Restricted Position No E-Class UF - University Employee FT Job Category University Employee ORP Eligible No Salary Range Up to $73,000 Compensation Type Salaried Target Hire Date 10/1/2024 Contact Information for Candidates

HR Shared Services

hrssprovost@vcu.edu

Documents Needed to Apply Cover Letter & Resume