Executive Assistant, School of Medicine / Family Medicine & Population Health

Summary:

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.

Typical Duties

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.

Essential 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
-- Desire to work in a diverse, team-based environment.
-- 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

-- 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

This position will remain open until filled.

ORP Eligible: No

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 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: https://hr.vcu.edu/current-employees/benefits/university-and-academic-professional-benefits/

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.

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.

UNIVERSITY JOB CODE: Sr, Administrative Coordinator GA 1-3 (19034 - 19036)