Administrative Assistance CTCCE

School of Medicine, Department of Surgery

About the role

Serve as the primary point of contact for the CTCCE (Center for Trauma and Critical Care Education), providing professional customer service and administrative support to students, healthcare professionals, and community partners.

Responsibilities

• Answer the CTCCE main telephone line in a professional, courteous, and timely manner.
• Monitor and respond to the CTCCE general email account.
• Provide accurate information regarding:
  • Course registration procedures
  • Course schedules and availability
  • General program information
  • Office hours and department services
  • Frequently asked student questions
• Route telephone calls and email correspondence to the appropriate staff member when issues cannot be resolved at the front-line level.
• Maintain a positive, service-oriented experience for students, healthcare professionals, and community partners.
• Assist with general office operations and administrative tasks, including data entry and maintaining accurate departmental records.
• Prepare, print, assemble, and distribute course materials, manuals, certificates, and other educational documents.
• Support copying, scanning, filing, mailing, and document organization.
• Assist with course preparation and administrative logistics as assigned.
• Manage inventory and organization of office supplies and educational materials.
• Perform other routine administrative duties to support CTCCE operations.
• Participate in CTCCE staff meetings when work schedule permits.
• Communicate professionally with faculty, staff, students, and external partners.
• Maintain confidentiality of student and departmental information in accordance with university and departmental policies.
• Escalate complex customer service issues to the appropriate staff member in a timely manner.
• Perform other duties as needed to meet the operational needs of the CTCCE.

Qualifications

Minimum Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Ability to work independently while exercising sound judgment regarding when to refer questions to other staff members.
• Demonstrated experience working in and fostering an environment of respect, professionalism, and civility with a diverse population of faculty, staff, and students, or a commitment to do so.

Preferred Qualifications

• Experience using registration or learning management systems.
• Experience and/or familiarity with Virginia EMS education requirements.
• Familiarity with the VCU Center for Trauma and Critical Care Education educational portfolio.
• Previous experience in an administrative, customer service, reception, or office support role.

Pay

$17.00 - $23.00 per hour

Schedule

• 29 hours per week
• Hybrid work arrangement