Virginia Commonwealth University
Executive Assistant - Department of Microbiology and Immunology
Virginia Commonwealth University, Richmond, Virginia, United States, 23214
Executive Assistant - Department of Microbiology and Immunology
Join to apply for the
Executive Assistant - Department of Microbiology and Immunology
role at
Virginia Commonwealth University
Reporting to Department Administrator, the Executive Assistant supports the Department Chair of Microbiology and Immunology and provides professional‑level administrative and operational support, including: calendaring, departmental correspondence, travel, special event planning, faculty recruitment visits, tenure and promotion activities, and general support to the department’s faculty and staff as needed. This role will serve as a primary point of contact for day‑to‑day administrative needs of the Chair, Administrator, and all assigned department activities.
Unit School Of Medicine MBU
Department Microbiology and Immunology
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.
Duties & Responsibilities
Interacting face‑to‑face with the Chair for daily administrative needs. Greet visitors and ensure Chair remains on schedule.
Anticipate the needs of the Department’s senior leadership including scheduling meetings and coordinating accurate, timely communication.
Coordinate and prepare all aspects of meeting arrangements to include invitations; location and set‑up, equipment needed; meeting documentation (agenda, presentations, and handouts); and meeting arrangements (catering, parking, travel arrangements, etc.).
Attend meetings to take notes and record meeting minutes as requested.
Faculty recruitment – coordinates faculty recruitment visits to include scheduling, itinerary creation, and escorting faculty candidates to and from appointments while on campus.
Assist Chair with the Promotion and Tenure (PNT) process to include navigating the PNT system, meeting with Committee Chairs to review the PNT process, updating the PNT system with documents from each review committee, including final voting pages and letters of support from the Committee Chair and Department Chair ensuring all school deadlines are met and PNT files are in compliance with School guidelines.
Setting up travel arrangements.
Other duties as assigned.
Technical Support
Provides basic technical support, including AV setup and support in departmental conference rooms.
Assists Administrator and Chair with facilities and operations management; supporting space management, fixed asset management, and reporting and seeking resolutions for facility issues.
Fiscal Support
Manages travel, including creating pre‑approval requests for Chair‑invited guests and faculty recruits in ChromeRiver, paying registration fees (where applicable) and processing reimbursements within established guidelines. This includes offering travel training to new travelers.
Maintains a departmental Procurement Card (P‑Card) for supplies, registration fees, guest lunches, and other incidentals as requested. Is available on site to receive and distribute P‑card orders. Maintains documentation and reconciles purchases by posted deadlines.
Timekeeper
Ensures required information is submitted by employees and approved by supervisors by HR’s deadline each pay period.
Carefully calculate, report, reconcile and monitor leave balances.
Answer all employee and supervisor queries regarding use of and correction or approval of entries into RealTime timekeeping system.
Work with the payroll office to correct errors, report system problems, etc.
Webmaster And IT Contact
Train faculty on accessing and updating systems such as Portfolio including the Faculty Expertise database, AIRS, Convercent/CaseIQ, and other faculty systems as needed.
Maintain departmental listservs by communicating with departmental members to maintain accurate notification lists.
Manage departmental social media accounts.
Qualifications Minimum Qualifications
3‑5 years of executive‑level administrative support experience.
Exceptional organizational skills with the ability to manage multiple tasks and priorities in a fast‑paced environment.
Strong verbal and written communication skills, with the ability to interact professionally with senior leadership, faculty, staff, students and prospective faculty candidates.
High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Zoom, DocuSign and Adobe.
Discretion in handling sensitive information and maintaining confidentiality.
Strong attention to detail and problem‑solving abilities.
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.
Salary Range: $50,000 - $60,000
FLSA Exemption Status: Non‑Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Fully Onsite
Contact Email: SOMHR@vcuhealth.org
#J-18808-Ljbffr
Executive Assistant - Department of Microbiology and Immunology
role at
Virginia Commonwealth University
Reporting to Department Administrator, the Executive Assistant supports the Department Chair of Microbiology and Immunology and provides professional‑level administrative and operational support, including: calendaring, departmental correspondence, travel, special event planning, faculty recruitment visits, tenure and promotion activities, and general support to the department’s faculty and staff as needed. This role will serve as a primary point of contact for day‑to‑day administrative needs of the Chair, Administrator, and all assigned department activities.
Unit School Of Medicine MBU
Department Microbiology and Immunology
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.
Duties & Responsibilities
Interacting face‑to‑face with the Chair for daily administrative needs. Greet visitors and ensure Chair remains on schedule.
Anticipate the needs of the Department’s senior leadership including scheduling meetings and coordinating accurate, timely communication.
Coordinate and prepare all aspects of meeting arrangements to include invitations; location and set‑up, equipment needed; meeting documentation (agenda, presentations, and handouts); and meeting arrangements (catering, parking, travel arrangements, etc.).
Attend meetings to take notes and record meeting minutes as requested.
Faculty recruitment – coordinates faculty recruitment visits to include scheduling, itinerary creation, and escorting faculty candidates to and from appointments while on campus.
Assist Chair with the Promotion and Tenure (PNT) process to include navigating the PNT system, meeting with Committee Chairs to review the PNT process, updating the PNT system with documents from each review committee, including final voting pages and letters of support from the Committee Chair and Department Chair ensuring all school deadlines are met and PNT files are in compliance with School guidelines.
Setting up travel arrangements.
Other duties as assigned.
Technical Support
Provides basic technical support, including AV setup and support in departmental conference rooms.
Assists Administrator and Chair with facilities and operations management; supporting space management, fixed asset management, and reporting and seeking resolutions for facility issues.
Fiscal Support
Manages travel, including creating pre‑approval requests for Chair‑invited guests and faculty recruits in ChromeRiver, paying registration fees (where applicable) and processing reimbursements within established guidelines. This includes offering travel training to new travelers.
Maintains a departmental Procurement Card (P‑Card) for supplies, registration fees, guest lunches, and other incidentals as requested. Is available on site to receive and distribute P‑card orders. Maintains documentation and reconciles purchases by posted deadlines.
Timekeeper
Ensures required information is submitted by employees and approved by supervisors by HR’s deadline each pay period.
Carefully calculate, report, reconcile and monitor leave balances.
Answer all employee and supervisor queries regarding use of and correction or approval of entries into RealTime timekeeping system.
Work with the payroll office to correct errors, report system problems, etc.
Webmaster And IT Contact
Train faculty on accessing and updating systems such as Portfolio including the Faculty Expertise database, AIRS, Convercent/CaseIQ, and other faculty systems as needed.
Maintain departmental listservs by communicating with departmental members to maintain accurate notification lists.
Manage departmental social media accounts.
Qualifications Minimum Qualifications
3‑5 years of executive‑level administrative support experience.
Exceptional organizational skills with the ability to manage multiple tasks and priorities in a fast‑paced environment.
Strong verbal and written communication skills, with the ability to interact professionally with senior leadership, faculty, staff, students and prospective faculty candidates.
High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with Zoom, DocuSign and Adobe.
Discretion in handling sensitive information and maintaining confidentiality.
Strong attention to detail and problem‑solving abilities.
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.
Salary Range: $50,000 - $60,000
FLSA Exemption Status: Non‑Exempt
Hours per Week: 40
Restricted Position: No
ORP Eligible: No
Flexible Work Arrangement: Fully Onsite
Contact Email: SOMHR@vcuhealth.org
#J-18808-Ljbffr