Office Manager, Academic Internships Office

Unit: Office Of The Provost

Department: Academic Internships Office

Position Summary & Role Overview

Reporting to the Director of the VCU Academic Internships Office in VCU’s Office of the Provost, the AIO Office Manager provides administrative and operational support to ensure the efficient day-to-day functioning of the Academic Internships Office. This position supports office coordination, project implementation, documentation, scheduling, and internal processes that advance the office’s goals related to expanding high-quality, credit-bearing internship opportunities for undergraduate students.

The position also supports the Director in developing streamlined operations, maintaining records and databases, and coordinating projects that align with office priorities, timelines, and deliverables.

Typical Responsibilities

Administrative & Operational Support

• Provide administrative support for daily office operations, including scheduling meetings, managing calendars, coordinating communications, and supporting office logistics.
• Support internal office processes to ensure efficient and consistent operations across staff functions.
• Coordinate documentation, records management, and office materials related to internship processes, partnerships, and internal operations.
• Assist with preparation of meeting agendas, materials, and follow-up communications.
  
  

Project Coordination & Implementation

• Serve as project coordinator to support achievement of office priorities and program objectives, ensuring projects align with timelines, deliverables, and operational needs.
• Assist in tracking project progress and coordinating activities across staff and stakeholders.
• Support implementation of office initiatives by maintaining timelines, organizing tasks, and following up on deliverables.
• Assist in coordinating special projects, events, and office initiatives as assigned.
  
  

Office Systems & Documentation

• Support the Director of Academic Internships in developing and implementing streamlined operational processes.
• Assist with maintaining program databases and records that support data reporting, documentation, and assessment efforts.
• Maintain organized records related to partnerships, internship documentation, and office operations.
• Support consistency in office templates, forms, and internal documentation practices.
  
  

Events & Coordination

• Assist with planning and coordinating office events, meetings, training, and outreach activities.
• Support logistics for employer meetings, faculty gatherings, student engagement events, and other office initiatives.
• Coordinate internal and external event details including scheduling, materials, and communication support.
• Other duties as assigned
  
  

Minimum Qualifications

• Bachelor’s degree or equivalent applicable training and/or experience
• Minimum three years of experience in an administrative support role or equivalent experience in a dynamic, fast-paced environment
• Positive, professional disposition that treats all people with dignity and respect for a world class stakeholder experience within the Academic Internships Office
• Demonstrated ability to work productively, both independently and as part of a team
• Excellent organizational and time management skills and experience managing multiple projects/tasks with conflicting deadlines
• Proficiency with Microsoft Office, Google Suite, and online collaboration tools - e.g., Google Docs, and Dropbox
• Experience organizing events and programming for faculty, students, and communities
• 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
• Strong written/oral communication and interpersonal skills
• Commitment to professionalism and collegiality in all interactions
• Ability to develop and maintain relationships and collaborations with faculty, staff, students, and the VCU community
  
  

Preferred Qualifications

• Demonstrated experience in a higher education administrative capacity overseeing administrative operations for a complex academic or research-focused unit
• Experience managing or contributing to long-range planning efforts within an academic or administrative unit
• Previous experience managing a purchasing card for the purpose of providing goods and services in support of academic affairs activity.
• Understanding of departmental, college, and university policies and procedures, as well as programs of study at VCU, including compliance and accreditation
• Familiarity with VCU systems such as Banner, Navigate, RealTime, etc.
• Knowledge of the VCU’s strategic plan, mission, vision, values, and administrative practices
  
  

Salary Range: Starting at $52,700, commensurate with experience

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

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid; Requires recurring on-site presence

University Job Title: Office Manager/Senior Office Manager GA 1-3 (19281N-19283N; 19284N-19286N)

Contact Email: Provosthr@vcu.edu