Summary

VCU Enterprise Marketing and Communications is seeking to hire a VP executive assistant/administrative coordinator.

As VCU’s integrated communications and marketing office, the Division of Enterprise Marketing and Communications is energized by diversity and inclusion and thrives on collaboration and innovation. In our work, we reflect the culture of the university and health system community. We leverage the power of our institutional knowledge to deliver results, foster an equitable and supportive work environment to empower our talent, and work hard to tell impactful stories about VCU and VCU Health. 

The VP executive assistant and administrative coordinator position is part of the EMC administration team and reports to the director for strategic initiatives. The person in this position supports the vice president and two AVPs and will be responsible for providing exceptional customer service and administrative support to the division.

As the initial point of contact for visitors to the office, the VP executive assistant and administrative coordinator will be responsible for managing the calendars of the EMC vice president and the division’s two associate vice presidents. Daily, this person will also carry out centralized administrative processes within the division and coordinate multiple other operational and maintenance tasks in a fast-paced environment using a variety of technical, analytical, and organizational skills. This person will assist with some fiscal responsibilities, as well. 

Essential duties and responsibilities:

●Support the vice president and two associate vice presidents by providing accurate and timely information used in the planning of their schedules.

●Act as liaison between the vice president and other on- and off-campus offices to coordinate the vice president’s calendar.

●Coordinate division meetings' logistical and administrative aspects in collaboration with the events team and other meetings independently.

●Process vice president’s and associate vice presidents’ reimbursements for travel, business meals, and other business-related expenses.

●Provide reception services in the division’s Grace Street Center office as needed.

●Serve as the primary coordinator for the day-to-day administrative activities of Enterprise Marketing and Communications.

●Utilize the state purchase card to make approved and appropriate purchases while adhering to university policies and procedures.

●Conduct monthly reconciliations of all expenses made on university-issued purchase card.

●Receive deliveries and distribute orders to the appropriate staff members.

●Serve as EMC’s designated building manager and liaise between the division and VCU Facilities Management and VCU Safety and Risk Management.

●Work closely with the resource director and other staff members to ensure building, phone, and essential customer service coverage.

●Accurately and courteously receive, screen, and respond to all division email and in-person inquiries regarding the division and its staff in a professional manner, and manage the EMC Google account.

●Manages required mail shipments, computer and peripherals inventory, office phone requirements, etc.

Minimum Hiring Standards:

●Bachelor’s degree or equivalent training and experience.

●Experience in organizing, prioritizing, and coordinating schedules for one or more senior-level executives using electronic calendaring software and manual systems.

●Strong attention to detail and proactive, timely follow-through.

●Outstanding customer service mindset, looking to go “above and beyond” to help grow EMC’s reputation as a partnership-focused division.

●Positive, optimistic approach to managing opportunities and challenges

●Ability to effectively communicate with and support senior-level management personnel.

●Ability to interpret and implement policies and conduct research.

●Excellent written, oral, and interpersonal communication skills.

●Ability to prepare written communication and correspondence in professional business English at the college level.

●Excellent proofreading, editing, and word processing skills, including comprehensive proficiency and experience with Microsoft Word.

●Ability to plan and execute arrangements and logistics for meetings and conferences.

●Ability to coordinate and confirm travel arrangements.

●Ability to work effectively with minimum supervision and successfully manage multiple projects and deadlines.

●Excellent skills in organizing and prioritizing work, and in coordinating high-volume workflow.

●Ability to maintain confidentiality and to protect and preserve confidential information in accordance with all university and government regulations.

●Ability to work effectively with a variety of people in person, on the phone, and electronically

●Ability to work well independently and in a team environment

●Ability to prioritize assignments and perform multiple tasks as necessary

●Excellent computer skills, including MS Word, Excel and PowerPoint; and Google Suite (Drive, Docs, Sheets, calendar, etc.)

●Demonstrate a track record in fostering a diverse and inclusive environment through communications/marketing work, operations, and interpersonal relationships.

Preferred Hiring Standards:

●Experience in a similar role.

●Experience providing administrative support to senior management in a higher education setting.

●Knowledge of Virginia Commonwealth University's mission, vision, business, and administrative practices and general knowledge of the higher education sector in Virginia.

●Experience using ChromeRiver, RealSource, Banner, and other VCU systems.

Supplemental Information:

Every university community member has a stake in and responsibility for VCU’s continual achievement of inclusive excellence. Please share your past contributions toward promoting equity, diversity and inclusion. Through this statement, you can share how your recent and relevant professional experiences or community service will impact your commitment to fostering a diverse and inclusive environment at VCU.

Please note that this position is on a hybrid schedule.

All full-time university staff are eligible for VCU’s generous benefits package that includes: competitive health benefits, paid annual and holiday leave, retirement planning and savings options, tax-deferred annuity and cash match programs, Virginia Retirement System (VRS), professional development & certifications, tuition waiver, parental leave, caregiving leave and community service leave. Learn more about VCU’s benefits here: https://hr.vcu.edu/careers-at-vcu/why-work-at-vcu/

Salary Range: $60,000 - $65,000

Position Details:

Department: VP Enterprise Marketing and Communications
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt