Department Administrator (VCU Employees Only)

Advertising Summary

Unit: School Of Nursing

Department: Adult Health and Nursing Systems and Family and Community Health Nursing

Duties & Responsibilities

VCU School of Nursing invites applicants to apply for the position of Department Administrator. This position provides supports the Family and Community Health Nursing and Adult Health and Nursing Systems Department Chairs and departmental faculty (full and part time) in teaching and community engagement activities in which application and dissemination of nursing knowledge occur. Supports the administration of both departments. The role focuses on developing systems and environments that support the effective functioning of the department and its members. The role promotes excellence by supporting faculty, staff, and students in their scholarly, research, and service activities, while also overseeing office operations and supervising student workers.

Job Responsibilities

Support of Teaching and Community Engagement Work

• Assists full-time and adjunct faculty in all phases of course development and implementation, including:
• Ordering textbooks and course-related supplies
• Collecting student ID badge numbers for access to secure units and sending them to the appropriate department and faculty
• Producing, copying, and scanning course materials and images
• Coordinating computer scoring of exams
• Coordinating acquisition of course-support materials (e.g., obtaining articles from the library)
• Scanning articles into PDF format for digital records
• Checking publication references for correct formatting
• Preparing and disseminating initial and thank-you letters to guest speakers and other contributors
• Assisting faculty with the development of PowerPoint presentations
• Assisting with the development and proofreading of large posters for presentations
• Obtaining parking passes and other required materials for guest speakers
• Advising and assisting with the use of software programs for grading and course management
• Facilitates communication and collaboration among full-time and adjunct faculty on course teams
• Coordinates and provides necessary assistance at course team meetings
• Assists faculty in developing systems to expedite and organize the flow of information within their individual office environments
• Contributes to community engagement activities by supporting faculty initiatives and actively participating in projects
• Assists faculty with travel arrangements and the reimbursement process
• Evaluation data may include:
• Evaluation data: self-evaluation, feedback from faculty, students and other constituents; observations of Chair.
  
  

Support of Department Chairs

• Supports the work of Department Chairs
• Collaborates with Department Chairs on long-range strategic planning and systems development to address departmental goals aligned with the School of Nursing and VCU strategic plan
• Prepares, copies, and previews materials for administrative meetings, ensuring all required preparation activities are completed in advance of due dates
• Compiles annual teaching requests and aligns teaching assignments with the course offering schedule
• Produces required departmental, School, and University reports
• Composes and disseminates correspondence and completes forms on behalf of Department Chairs
• Schedules and manages Department Chairs’ calendars
• Coordinates new faculty orientation and serves as an ongoing resource
• Serves as the department administrator for CastleBranch and Portfolio
• Assists with interview scheduling for adjunct faculty
• Manages compliance documentation for faculty (full-time, part-time, and adjunct) in CastleBranch
• Reports faculty non-compliance to Chairs in a timely manner
• Performs other duties as assigned
  
  

Department Office Management

• Supports departmental activities, including: participating in department meetings, organizing and facilitating celebrations, coordinating student–faculty meetings, supporting advisory group meetings, assisting with faculty search committees
• Records and maintains accurate and complete meeting minutes
• Ensures transfer of departmental actions to relevant committees or administrators
• Tracks completion of departmental goals
• Maintains organized and retrievable records of communication between the department and external entities (e.g., ANCC)
• Manages day-to-day functions of the department office efficiently and effectively
• Responds appropriately to emergency needs and situations and effectively problem-solves as needed
• Maintains departmental calendars and distribution lists using Gmail and Google Calendar
• Trains and supervises hourly and student workers in the department office
• Coordinates with appropriate stakeholders to ensure physical resources for new faculty are in place prior to arrival, including: Office assignments, Office setup (computer, equipment instructions, long-distance calling codes, etc.)
• Assists new faculty with orientation to campus resources, including parking, library services, and the VCU Card Office
• Identifies needs for additional staffing support and collaborates with the department chair to creatively meet operational needs
• Serves as a resource to faculty regarding University policies related to all aspects of departmental functioning
• Coordinates with the Office of Enrollment and Student Services to ensure completion of graduate student certification applications
• Collaborates with the department chair to support the effective administration of the department
  
  

Financial Management

• Ensures all departmental expenditures comply with State and University policies and procedures
• Creates purchase orders in RealSource
• Receives orders in Banner and ensures prompt, accurate payment to vendors through timely invoice submission to Procurement
• Uses and manages the University-approved Corporate Card in accordance with School and University procedures
• Performs monthly reconciliation of the purchase card in compliance with University policies, including:
• Online receipt submission
• Required sign-offs
• Processing journal vouchers to the correct index and account
• Establishes and maintains an organized filing system to document all expenditures and transactions
• Collaborates with the Director of Finance to assign correct index and account codes and ensure compliance with financial policies and procedures
• Reconciles departmental indexes on a monthly basis
• Meets monthly with Department Chairs to review and discuss departmental expenditures
• Demonstrates a commitment to risk assessment (considering cost, benefit, and impact) -utilized identified internal control mechanism -practices routine verification of the accuracy of data.
  
  

Qualifications

Minimum Qualifications

Required

• High school diploma or equivalent
• Demonstrated extensive experience as an administrative assistant and office management
• A record of excellent customer service and communication skills
• Experience with word processing, spread sheets and data bases
• Successful work history demonstrating either effective project management or management of multiple complex tasks
• Ability to accurately perform basic mathematical calculations
• Demonstrated experience working in and fostering 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
  
  

Knowledge, Skills, And Abilities

• Knowledge of organizational systems and operations of academic units.
• Knowledge of leading-edge concepts in office management, administrative support strategies, communication and problem-solving strategies.
• Knowledge of federal, state and university policies and procedures related to administration of academic units.
• Knowledge of relevant computer software programs including Windows operating system, Microsoft office, Google, email and calendar programs.
• Knowledge of fiscal systems (Banner and RealSource); knowledge of Federal, state and university policies and procedures related to administration and fiscal management.
• Works independently and collaboratively, relying on sound judgment and professionalism
• High level organizational skills
• High level oral, written and interpersonal communication skills
• Initiates effective and efficient problem solving; works to anticipate potential needs of the departments that occur regularly on a defined timeline
• Skillful in following complex directions; maintains awareness of long-term goals while attention to detail; works as an effective team member.
• Sets priorities and meets deadlines in a high-paced environment with multiple competing demands and multiple constituents
• Computer proficiency in required programs, computational and accounting skills, proficient in accessing resources via the world wide web
• Identify and meet continuous quality improvement needs; uses current technology to maximum efficiency.
  
  

Preferred Qualifications

• Post-secondary education or equivalent combination of training and experience
• Bachelor’s degree or equivalent combination of training and experience.
• Experience in University administration.
• Please note that this position is open only to current VCU Employees. **
  
  

Application Deadline: April 24

Salary Range: Commensurate with experience starting at $52,000

FLSA Exemption Status: Non-Exempt

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, 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.

Contact Information

Contact Name: Bruna Soria Galvarro

Contact Email: soriagalvaba@vcu.edu