Executive Assistant, Office of Medical Education

About the role

VCU School of Medicine is seeking an Executive Administrative Assistant to provide professional-level administrative support to the Senior Associate Dean of Medical Education and Student Affairs, as well as the assistant/associate deans of the Office of Medical Education (OME). The OME plans, schedules, evaluates, and maintains medical student curricula and student affairs for the School of Medicine. This role supports multiple initiatives and requires exceptional executive-level organization and collaboration, particularly in coordinating and scheduling a high volume of meetings for senior leadership.

Responsibilities

• Manage daily office operations, including scheduling, correspondence, supply management, and maintaining an organized and efficient work environment.
• Manage calendars and schedule a high volume of meetings for the Senior Associate Dean of Medical Education, Student Affairs Deans, Assistant & Associate Deans, and the Director of OME.
• Serve as the first point of contact for all individuals entering the OME; act as the front line of support for the office and OME deans, including taking calls, greeting and coordinating with visitors, and managing the VCUOME Outlook account.
• Assist in problem solving and creating operational efficiencies within the office; utilize independent judgment to manage projects and communications; report progress and issues to leadership and proactively resolve potential issues.
• Independently prioritize meetings to ensure deadlines are met; anticipate rescheduling to meet changing needs; provide communication and arrangements for all meetings.
• Organize and prepare materials for meetings, presentations, and events for OME leadership.
• Manage correspondence, including drafting, editing, and proofreading emails, memos, and other documents.
• Support special projects assigned by OME leadership by coordinating cross-departmental initiatives, researching background information, compiling data, and tracking progress to ensure timely completion.
• Provide logistical support for meetings, including agendas, briefings, communications, and follow-up.
• Act as the primary administrative support for the Excellence in Learning Environment Response Team (ELERT) and Values in Practice (VIP) process.
• Schedule committee meetings; communicate with committee members; prepare documents and letters; communicate effectively and efficiently with constituents.
• Provide scheduling support for faculty leading OME-sponsored student support programs.
• Research and analyze information for the OME using available resources or by contacting individuals to gather information as needed.
• Assist in preparation of accreditation-related activities, including preparing and maintaining documentation, committee support, scheduling, and coordinating visit logistics.
• Generate confidential leave of absence and academic documents and communicate with students in accordance with institutional policies; develop and maintain a system to track documentation.
• Coordinate room scheduling for all internal and external booking requests for space within the McGlothlin Medical Education Center (MMEC); submit building and security access requests.
• Book travel for OME personnel and process reimbursements.
• Provide office fiscal support by reconciling VCU purchase card charges through the Bank of America system and processing supply orders.

Requirements

• 3–5 years of progressive administrative experience.
• Demonstrated experience in program management or management of multiple complex tasks.
• Excellent interpersonal, oral, and written communication and decision-making skills.
• Ability to rapidly multitask with excellent organizational skills.
• Ability to set priorities and meet deadlines in a fast-paced environment with demands from diverse constituent groups.
• Ability to effectively problem solve and function independently with excellent attention to detail.
• Ability to compose appropriate written communication documents.
• Collaborate as a team member and maintain excellent relationships with colleagues and stakeholders.
• Proficiency in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Experience with Zoom, DocuSign, and Adobe.
• Strict confidentiality and the use of sound judgment and discretion in handling sensitive and privileged information.
• Demonstrated experience promoting a positive working and learning environment for faculty, staff, and students.
• 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

• 5–7 years of experience as a senior-level administrative assistant providing support to organizational leadership.
• College degree or equivalent applicable training and/or experience.
• Experience in the medical field or health sciences.
• Experience and knowledge of VCU procurement policies and procedures, Banner, and RealSource.

Pay

Salary range: $55,000–$65,000