Executive Assistant | Family Medicine | SOM | 604680

Advertising Summary: 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. Virginia Commonwealth University is an equal opportunity employer.

Unit: School Of Medicine MBU

Department: Family Medicine

Department Summary:

Duties & Responsibilities:

The VCU Department of Family Medicine & Population Health invites applicants to apply to the position of Executive Assistant to the Department Chair, & Vice Chairs of Clinical Operations, Education, and Research. The primary responsibilities are to provide exceptional executive level organizational and administrative support through a wide range of complex and highly confidential requests that require discretion and independent judgment. This pivotal position serves as a communication point for the Department’s senior leadership, managing calendars, distributing information in a timely and efficient manner, coordinating meetings with faculty and senior leadership across the University and VCU Health System, and providing ongoing analysis of administrative operational issues with recommendation of appropriate solutions.  This position will also independently manage multiple tasks on a daily basis in a fast-paced environment, ensuring that the Department Chair and executive team are prepared in advance for meetings, presentations, and ongoing programs.

Primary purpose & responsibilities:

Organize and coordinate the efforts of the Department of Family Medicine and Population Health with functions of other academic Units and School of Medicine departments to accomplish program goals and objectives.

Utilize independent judgment to manage projects and communication; report progress and issues to the Department Chair; act proactively to resolve potential issues when appropriate.

Anticipate the needs of the Department’s senior leadership including scheduling meetings and coordinating accurate, timely communication.

Provides a wide variety of administrative support for events and special projects.

Coordinate and prepare all aspects of meeting arrangements to include invitations; location and set-up, equipment needed; meeting documentation (agenda, presentations, and handouts); and meeting arrangements (catering, parking, travel arrangements, etc.).

Coordinate PC hardware, software and network installation, troubleshooting and repair requests.

Prioritize and manage multiple projects/issues and be responsible for successful follow-through.

Perform other duties as assigned and/or participates in special projects in order to support the mission of VCUHS and the Department. Provide assistance to team members.

Qualifications:

Minimum Qualifications

• Minimum of 5 years experience as a senior level administrative assistant providing support to organizational leadership
• Strong computer skills including Microsoft Office Suite (primarily Word, Excel, and PowerPoint), Adobe, and Google apps
• Poised individual with strong people and communication skills
• Ability to deal professionally with ambiguity in a fast paced, rapid change environment
• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• 7 to 10 years experience as a senior level administrative assistant providing support to organizational leadership.
• Excellent computer skill including Microsoft Office Suite, (primarily Word, Excel, and) PowerPoint, Adobe, and Google apps
• Bachelors degree in communication, business, management or other related area
• Experience in higher education, academic medical center or large healthcare organization

Salary Range: $41,900-$67,000, Commensurate with experience

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: Hybrid

University Job Title: 19034N - Sr Administrative Coordinator GA 1 

Contact Name: Ashley Krauss
Contact Email: ashley.krauss@vcuhealth.org