Executive Administrative Assistant - Department of Periodontics - School of Dentistry

Advertising Summary:

Virginia Commonwealth University (VCU) School of Dentistry seeks a highly organized, proactive, and professional Executive Administrative Assistant to provide high-level administrative support to the Chair and management/upper-level administrators for the Department of Periodontics, School of Dentistry. Serves as a key partner in ensuring the effective operation of the office. This role requires sound judgment, discretion, and professionalism, with the ability to manage complex tasks, anticipate needs, and facilitate communication across a wide range of stakeholders. The position operates with limited supervision, independently resolving most issues while elevating only the most complex or unprecedented matters.

Unit: School of Dentistry

Department: Periodontics

Duties & Responsibilities:

The Executive Administrative Assistant provides high-level administrative support to the Chair and management/upper-level administrators for the Department of Periodontics, School of Dentistry. Serves as a key partner in ensuring the effective operation of the office. This role requires sound judgment, discretion, and professionalism, with the ability to manage complex tasks, anticipate needs, and facilitate communication across a wide range of stakeholders. The position operates with limited supervision, independently resolving most issues while elevating only the most complex or unprecedented matters.

Key Responsibilities:

• Provide administrative support to the Department Chair, faculty members, and residents to include maintaining electronic calendars, arrange travel, manage correspondence for faculty and residents, help organize and process 70 – 90 applications for the graduate programs, and manage graduate admissions process
• Manage departmental budget by perform fiscal duties to include purchasing and receiving of office supplies, paying monthly bill (FedEx, UPS, etc), processing requisitions, travel requests and reimbursements, and produce monthly account summaries, create and maintain financial records
• Assist with grant proposals and submission of research projects and papers
• Maintain confidentiality of sensitive information
• Answer phone calls providing answers or directing incoming calls, forwarding calls and taking appropriate messages when necessary
• Greet visitors whether applicants, students, residents, staff, faculty, external clients and/or patients

Minimum Qualifications

• High school diploma and up to 3 years of relevant professional experience or equivalent combination of education, training, and experience. 
• High level knowledge of relevant computer software programs including Windows, Microsoft Office, Excel, spreadsheets and databases, Gmail, Google calendar programs, use of the web for access to resources: and data and information management skills
• Strong problem solving and time management skills, including the ability to adapt to changes in work assignments, prioritize, and manage competing priorities to meet deadlines are required
• Excellent customer service skill, written and verbal communications skills, and ability to work as part of a team with minimal supervision
• Demonstrated experience working in and fostering an environment of respect, professionalism, and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Associate's degree or equivalent combination of education and experience
• Administrative experience in a university, healthcare or dental environment supporting faculty, staff, residents and students
• Experience and knowledge with making purchases, coordinating travel, or other financial responsibilities
• Knowledge of VCU procurement policies and procedures, RealSource, Chrome River and BANNER is strongly preferred

Salary Range: $45,700 - $50,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, generous tuition benefits, 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.

FLSA Exemption Status: Non-exempt

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: Executive Administrative Assistant

Contact Information:
Contact Name: Dr. Luciano Andrada
Contact Email: andradal@vcu.edu