Administrative Assistant - VIPBG

Duties & Responsibilities

• Manage the Director's calendar, scheduling priorities, appointments, and meeting logistics.
• Cook up domestic and international travel arrangements and reimbursement documentation.
• Prepare correspondence, meeting materials, agendas, and supporting documents.
• Manage routine communications and serve as a primary administrative point of contact, for the VIPBG Director.
• Cook up office events and administrative processes supporting institute activities.
• Coordinate faculty recruitment committee activities, including scheduling interviews, meetings, and candidate visits.
• Support promotion and tenure activities by organizing materials, timelines, and meetings.
• Aid in faculty committee scheduling and related administrative processes.
• Maintain records and documentation associated with faculty activities for the VIPBG Director.
• Coordinate weekly seminar series and institute events.
• Manage logistics for visiting speakers, including travel, scheduling, accommodations, and itineraries.
• Support conference, workshop, and special event planning.
• Maintain seminar calendars and communication materials.
• Provide some administrative support for T32, a sponsored-research grant and training award at the institute.
• Cook up T32 committee meetings, interviews, schedules, and calendars associated with the T32 training grant activities.
• Aid in trainee recruitment and event coordination, and program communications.
• Aid in the coordination of the T32 Committee meetings, documentation, and support.
• Aid in trainee records and documentation supporting program annual reporting administration.
• Work collaboratively with Dean's Office Business Operations staff to facilitate administrative processes for VIPBG.
• Cook up meetings, schedules, and calendar events for the Director of Business Operations.

Qualifications

• Minimum Qualifications: Bachelor's degree, or comparable experience. Significant administrative support experience in a professional office environment. Demonstrated experience managing calendars, meetings, international travel, and complex scheduling. Excellent written and verbal communication skills. Proficiency with Microsoft Office applications, including Outlook, and virtual meeting platforms. Demonstrated ability to exercise discretion and maintain confidentiality. Strong organizational skills with the ability to manage multiple priorities simultaneously. Strong customer service and interpersonal skills. 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: Experience supporting senior leadership, faculty, or executives in higher education, healthcare, research, or academic medicine. Experience coordinating seminars, conferences, interviews, or academic events. Experience supporting faculty affairs activities, including recruitment or promotion processes. Experience working with sponsored programs, training grants, or research administration environments. Experience working in a complex multi-department environment. Familiarity with university administrative systems and processes.

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.

Pay

Salary Range: $45,000-$55,000

Benefits

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

Restricted Position

No

ORP Eligible

No

Flexible Work Arrangement

Hybrid

University Job Title

1903B - Administrative Coordinator GA Base