Sr. Administrative Coordinator, SOM, Stravitz-Sanyal Institute for Liver Disease

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/

The Stravitz-Sanyal Institute for Liver Disease and Metabolic Health (SSI) is seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant to provide comprehensive support to the Director, Dr. Arun Sanyal. This role is integral in ensuring the smooth functioning of his office by managing schedules, coordinating travel and high-level meetings, and facilitating communication internal and external partners. The ideal candidate will possess exceptional organizational skills, the ability to manage multiple priorities, and a deep understanding of executive-level operations. This is a unique opportunity to work closely with senior leadership and play a key role in the success of our organization. If you are a strategic thinker, resourceful problem solver, and capable of maintaining discretion in a fast-paced environment, we’d love to hear from you.

Duties & Responsibilities:

Administrative Support for Director (60%): Manage the daily workflow, incoming and outgoing communications, including email, phone calls and appointment/meeting requests - prioritizing and responding in a timely manner. Research, draft, edit and finalize correspondence and other documents as requested by the Director. Schedule meetings, reserve meeting sites, collate and distribute agendas and manage minutes for meetings, as necessary. Serve as the primary administrative liaison between the Director and all internal and external stakeholders and partners. Maintain organization of Director conference materials and presentations. With time, it is expected that the individual in this role can anticipate needs and work independently with minimal day-to-day oversight.

Travel Coordination (30%): Coordinate travel as needed, which includes but not limited to hotel, airline, train, or car reservations. Monitor deadlines for conference and meetings registrations. Confirm all travel arrangements have been made prior to the departure and prepare comprehensive travel dossier. Process travel authorizations and travel reimbursements in accordance with University and VCUHS policies and procedures in an accurate and timely manner.

Purchasing/Invoicing/Receiving (5%): Initiates purchase orders or uses purchasing card to order supplies, services and other items required for SSI. Processes invoices through Accounts Payable accurately.

Other Duties as Assigned (5%): Performs other clerical tasks/duties and works with other team members to accomplish the goals and objectifies of the Institute and accepts other clerical/support requests graciously. Operates office in an efficient manner and other relevant duties as assigned.

Preferred Qualifications:
Bachelor’s degree in a relevant field with a minimum of 3-5 years of professional experience, or an equivalent level of professional qualifications and/or experience.

Skills:
-Adaptable to evolving responsibilities and priorities, taking on additional duties as assigned.
-Proven ability to manage high-visibility, multi-disciplinary projects involving both external and internal partners.
-Ability to manage multiple projects and deadlines simultaneously.
-Effective and clear communication skills for engaging with diverse audiences at all levels.
-Diplomatic approach, with strong negotiation and judgment capabilities.
-Self-motivated and able to work independently.
-Excellent time management, prioritization, and the ability to remain calm under pressure.
-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.

Additional Information:
ORP Eligible: - NO
Hours / weeks - 40 hours weekly
Title Details: Sr. Administrative Coordinator
University Title: Sr. Administrative Coordinator 1-3 (19034N-19036N)
University Code: (19034N-19036N)
University Job Family: General Administration

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.

Please note that if you are employed as a university employee working in any of the health system's facilities, you will need to follow VCU Health System policies, which will include but will not be limited to, vaccination requirements.

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.