Executive Assistant, Office of Medical Education

Executive Assistant, Office of Medical Education

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. Virginia Commonwealth University is an equal opportunity employer.

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) and support multiple initiatives of the office. The OME is responsible for planning, scheduling, evaluation and maintenance of medical student curricula and student affairs for the School of Medicine.

The primary function of this position is to provide essential administrative support, with exceptional executive-level organization and collaboration, particularly in the coordination and scheduling of a high volume of meetings for the Senior Associate Dean and the assistant/associate deans of the OME. This position will independently manage multiple administrative tasks and office coordination on a daily basis in a fast-paced environment. The ideal candidate will be detail and accuracy oriented with excellent time management skills, and demonstrate flexibility in order to manage the constantly evolving needs of the office. The candidate will also be student-focused with the capability to take initiative in an entrepreneurial, trustworthy and dedicated way to help the office and institution excel.

Duties include, but are not limited to:

• Manage daily office operations, including scheduling, correspondence, supply management, and maintaining an organized and efficient work environment.
• Manages calendars and schedules a high volume of meetings for the Senior Associate Dean of Medical Education, Student Affairs Deans, Assistant & Associate Deans, and the Director of OME. Serves as the first point of contact for all individuals entering the OME and is the front line of support for the office and the OME deans, including taking calls, greeting and coordinating with visitors, and managing the VCUOME outlook account.
• Assists in problem solving and creating operational efficiencies within the office.
• Utilizes independent judgement to manage projects and communication; reports progress and issues to the assistant/associate deans and directors of the OME, and acts proactively to resolve potential issues when appropriate.
• Independently prioritizes meetings to ensure deadlines are met, anticipates rescheduling to meet changing needs, and provides communication and arrangements for all meetings.
• Organize and prepare material 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 the OME leadership by coordinating cross-departmental initiatives, researching background information, compiling data, and tracking progress to ensure timely completion.
• Provides logistical support for meetings including agendas, briefings, communications and follow up
• Acts as the primary administrative support for the Excellence in Learning Environment Response Team (ELERT) and Values in Practice (VIP) process.
• Schedules committee meetings as requested, communicates with committee members, prepares documents and letters, and communicates effectively and efficiently with constituents.
• Provides scheduling support for faculty leading OME-sponsored student support programs.
• Researches and analyzes information for the OME using available resources and/or contacts individuals to gather information as needed.
• Assists in preparation of accreditation related activities, including preparing and maintaining documentation, committee support, scheduling, coordinating visit logistics, etc.
• Generates confidential leave of absence and academic documents and communicates with students in accordance with institutional policies.
• Develops and maintains a system to track documentation.
• Coordinates room scheduling for all internal and external booking requests for space within the McGlothlin Medical Education Center (MMEC) as well as submission of building and security access requests.
• Books travel for OME personnel and processes reimbursements.
• Provides office fiscal support by reconciling VCU purchase card charges through Bank of America system and processing supply orders.
• Performs other duties as assigned.

Minimum Qualifications

• 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 multi-task with excellent organizational skills.
• Ability to set priorities and meet deadlines in a fast-paced environment that has 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.
• Proficient 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 the handling of 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

Salary Range: $55,000-$65,000

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: Fully Onsite

University Job Title: 1911B - Exec Administrative Assistant GA Base; Exec Administrative Assistant GA 1-3 (19111N-19113N)

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Virginia Department of Human Resource Management