Virginia Commonwealth University- College of Humanities and Sciences
Executive Administrative Assistant to the Chair and Office Manager
Virginia Commonwealth University- College of Humanities and Sciences, Richmond, Virginia, United States, 23214
Executive Administrative Assistant to the Chair and Office Manager
Join to apply for the
Executive Administrative Assistant to the Chair and Office Manager
role at
Virginia Commonwealth University- College of Humanities and Sciences
3 days ago Be among the first 25 applicants
Unit:
College of Humanities & Sciences MBU Department:
Psychology
Duty & Responsibilities
The Executive Assistant to the Department plays a crucial and critical role in the administrative operations and running of the Department of Psychology. The role supports the implementation of the Department’s goals of recruiting, educating and retaining an engaged student body, and transforming them into engaged alumni. As a department of nationally prominent scholars whose research creates collective community change, we work to provide excellence in teaching to our graduate and undergraduate students, prioritizing faculty and staff support and the creation and maintenance of a culture emphasizing belonging and excellence.
The Executive Assistant to the Chair provides executive‑level administrative support to the Chair and ensures that the daily operations of the Chair’s office and the governance structures and processes of the department are run effectively and in accordance with the established goals, other objectives/priorities and policies — ensuring confidentiality, tact, and a professional and welcoming demeanor as the front face of the office.
Provides administrative support including reports, correspondence, and mailings; calendar management; meeting preparation and minutes; coordinates faculty candidate visits; supports the Chair in the faculty evaluation process and promotion and tenure processes; supervises departmental front desk staff and operations, student workers and hourly assistant(s). The position plays a key role in the leadership team of the Department of Psychology, a unit with more than 40 faculty, 108 graduate students and over 1700 undergraduate majors and traditionally supporting $10 million in annual grant awards. The individual often serves as the "front face" of the department and is central in establishing the culture of the department.
VCU combines learning, research, creativity, service and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. Here your success is supported, and your career can thrive.
VCU is proud to support and prioritize the hiring of veterans. As part of this commitment, your years of military service can be credited toward our leave plan, potentially increasing your annual leave accrual.
The position falls under the Executive Administrative Assistant/Senior Executive Administrative Assistant classification within VCU’s General Administration job family. For additional details, please visit VCU Human Resources’ Job Family and Salary Ranges, here.
Application process:
Please provide a cover letter, resume/CV, and a list of three professional references and their contact information.
Typical Duties
Serves as a front‑facing, main point of contact for the Chair of the Department making sure all appointments, meetings, and reminders are handled in a prompt and professional manner; responds to inquiries in a cordial and supportive manner, answer questions promptly and accurately.
Ensures confidentiality of all information for all matters in the department.
Composes memos, letters, reports, emails, and other communications as necessary.
Supervises keeping of chair calendar.
Prepares for and takes minutes at faculty meetings and disseminates to faculty.
Prepares for and takes minutes at leadership/administrative staff meetings.
Handles incoming calls and mail for the chair. Previews email when necessary.
Assists with other office‑management duties as needed in coordination with fellow departmental staff members.
Maintains departmental files.
Manages and curates departmental listservs.
Frequently communicates to the department on behalf of the Chair’s office, and various committees as needed.
Compiles aggregate report data to present to the chair for use in the department's annual report.
Provide primary and direct administrative support for chair.
Maintain calendars, schedule meetings/appointments, conduct research for special projects, reserve space for meetings/events, support travel and search committee requests, prepare/review/edit documents and correspondence with high degree of accuracy within time frame requested, and other duties as assigned.
Serve as backup/secondary receptionist for the department by being available during normal office hours to provide reception support as scheduled/requested/needed.
Serve as the backup Building Manager. Have a working knowledge of departmental space.
Oversee the coordination of all front office operations.
Provide high levels of customer service to visitors in person, over the phone and email.
Support other staff members and office leadership through the scheduling and arranging of meetings, event space, and conference calls.
Other duties and special projects at the discretion of the Chair.
Administrative Support Regarding Faculty and Staff Affairs
Admin Support re: Faculty Evaluations Modifies yearly report template in coordination with Chair and Dean’s Office.
Intakes faculty reports, verifies data, and works with faculty on gathering further information where necessary.
Coordinates materials for personnel committee meeting(s) and resulting yearly evaluations.
Coordinates electronic signature process and record‑keeping.
Time management.
Compiles aggregate report data to present to the chair for use in the department's annual report.
Awards Works with the chair in the timely submission of faculty and staff awards.
Admin Support Re: Promotion and Tenure Management of relevant materials for each current P&T case.
Compliance education on the department, College, and University promotion and tenure guidelines.
Coordination of internal and external letter solicitations and submissions.
Record‑keeping.
Time management for reports.
Report editing as necessary.
Other related administrative duties at the behest of the Chair and committee.
Admin Support re: Faculty Recruitment and Onboarding Assists in coordinating the various administrative processes of recruiting new faculty with the Search committee chair.
Coordinates and schedules the entire campus visits for faculty candidates.
Maintains a baseline knowledge regarding the current space allocation for faculty offices and laboratory space.
Works with HR Coordinator & Building Manager to complete the faculty hiring process, and assists with onboarding as needed.
Supervision
Supervises receptionist and conducts annual evaluations.
In partnership with the receptionist, assigns tasks, projects, and provides general oversight of departmental hourly student workers.
Monitors and approves hourly employee time in RealTime.
Other Duties
Performs other job‑related duties as assigned.
Manages Qualtrics account. Creates new accounts as needed. Transfers surveys/data upon request.
Qualifications Minimum Qualifications
Bachelor’s degree and/or equivalent skills and experience.
Excellent oral, written and interpersonal communication skills.
Proficient editing skills.
Competent in the art of public relations.
Proficient in Microsoft Office and Google applications such as Microsoft Word and Excel, Gmail, Google Drive, Google Calendar.
Excellent problem solving and decision‑making skills.
Ability to multitask, be resourceful and creative, and have the ability to show individual initiative.
Ability to work independently w/minimal supervision.
Ability to provide accurate information in response to questions and inquiries using knowledge of university policies and procedures is an important aspect of this position.
The ability to apply knowledge of the department and university policies, procedures, office locations and contact persons, committees and their functions and future plans in order to respond to inquiries and to support administrative functions of the office.
Good record of attendance and willing to pitch in and provide assistance as needed within the building and within other units in the department.
Demonstrated experience working with confidential information.
Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.
Knowledge of office management.
Knowledge of database systems and management.
Outstanding organizational skills.
Exceptional interpersonal and written communication skills.
Salary Range:
$43,700–$70,000
Benefits:
All full‑time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave 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.
FLSA Exemption Status:
Non‑Exempt
Hours per Week:
40
Restricted Position:
No
ORP Eligible:
No
Flexible Work Arrangement:
Hybrid
Contact Information Contact Name:
Dr. Michael Southam‑Gerow
Contact Email:
masouthamger@vcu.edu
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Administrative
Industries Higher Education
#J-18808-Ljbffr
Executive Administrative Assistant to the Chair and Office Manager
role at
Virginia Commonwealth University- College of Humanities and Sciences
3 days ago Be among the first 25 applicants
Unit:
College of Humanities & Sciences MBU Department:
Psychology
Duty & Responsibilities
The Executive Assistant to the Department plays a crucial and critical role in the administrative operations and running of the Department of Psychology. The role supports the implementation of the Department’s goals of recruiting, educating and retaining an engaged student body, and transforming them into engaged alumni. As a department of nationally prominent scholars whose research creates collective community change, we work to provide excellence in teaching to our graduate and undergraduate students, prioritizing faculty and staff support and the creation and maintenance of a culture emphasizing belonging and excellence.
The Executive Assistant to the Chair provides executive‑level administrative support to the Chair and ensures that the daily operations of the Chair’s office and the governance structures and processes of the department are run effectively and in accordance with the established goals, other objectives/priorities and policies — ensuring confidentiality, tact, and a professional and welcoming demeanor as the front face of the office.
Provides administrative support including reports, correspondence, and mailings; calendar management; meeting preparation and minutes; coordinates faculty candidate visits; supports the Chair in the faculty evaluation process and promotion and tenure processes; supervises departmental front desk staff and operations, student workers and hourly assistant(s). The position plays a key role in the leadership team of the Department of Psychology, a unit with more than 40 faculty, 108 graduate students and over 1700 undergraduate majors and traditionally supporting $10 million in annual grant awards. The individual often serves as the "front face" of the department and is central in establishing the culture of the department.
VCU combines learning, research, creativity, service and discovery with a commitment to inclusive excellence. Ranked by U.S. News as one of the 30 “most innovative” public universities in the country, VCU is a premier, urban, public research university home to multiple nationally ranked programs. Here your success is supported, and your career can thrive.
VCU is proud to support and prioritize the hiring of veterans. As part of this commitment, your years of military service can be credited toward our leave plan, potentially increasing your annual leave accrual.
The position falls under the Executive Administrative Assistant/Senior Executive Administrative Assistant classification within VCU’s General Administration job family. For additional details, please visit VCU Human Resources’ Job Family and Salary Ranges, here.
Application process:
Please provide a cover letter, resume/CV, and a list of three professional references and their contact information.
Typical Duties
Serves as a front‑facing, main point of contact for the Chair of the Department making sure all appointments, meetings, and reminders are handled in a prompt and professional manner; responds to inquiries in a cordial and supportive manner, answer questions promptly and accurately.
Ensures confidentiality of all information for all matters in the department.
Composes memos, letters, reports, emails, and other communications as necessary.
Supervises keeping of chair calendar.
Prepares for and takes minutes at faculty meetings and disseminates to faculty.
Prepares for and takes minutes at leadership/administrative staff meetings.
Handles incoming calls and mail for the chair. Previews email when necessary.
Assists with other office‑management duties as needed in coordination with fellow departmental staff members.
Maintains departmental files.
Manages and curates departmental listservs.
Frequently communicates to the department on behalf of the Chair’s office, and various committees as needed.
Compiles aggregate report data to present to the chair for use in the department's annual report.
Provide primary and direct administrative support for chair.
Maintain calendars, schedule meetings/appointments, conduct research for special projects, reserve space for meetings/events, support travel and search committee requests, prepare/review/edit documents and correspondence with high degree of accuracy within time frame requested, and other duties as assigned.
Serve as backup/secondary receptionist for the department by being available during normal office hours to provide reception support as scheduled/requested/needed.
Serve as the backup Building Manager. Have a working knowledge of departmental space.
Oversee the coordination of all front office operations.
Provide high levels of customer service to visitors in person, over the phone and email.
Support other staff members and office leadership through the scheduling and arranging of meetings, event space, and conference calls.
Other duties and special projects at the discretion of the Chair.
Administrative Support Regarding Faculty and Staff Affairs
Admin Support re: Faculty Evaluations Modifies yearly report template in coordination with Chair and Dean’s Office.
Intakes faculty reports, verifies data, and works with faculty on gathering further information where necessary.
Coordinates materials for personnel committee meeting(s) and resulting yearly evaluations.
Coordinates electronic signature process and record‑keeping.
Time management.
Compiles aggregate report data to present to the chair for use in the department's annual report.
Awards Works with the chair in the timely submission of faculty and staff awards.
Admin Support Re: Promotion and Tenure Management of relevant materials for each current P&T case.
Compliance education on the department, College, and University promotion and tenure guidelines.
Coordination of internal and external letter solicitations and submissions.
Record‑keeping.
Time management for reports.
Report editing as necessary.
Other related administrative duties at the behest of the Chair and committee.
Admin Support re: Faculty Recruitment and Onboarding Assists in coordinating the various administrative processes of recruiting new faculty with the Search committee chair.
Coordinates and schedules the entire campus visits for faculty candidates.
Maintains a baseline knowledge regarding the current space allocation for faculty offices and laboratory space.
Works with HR Coordinator & Building Manager to complete the faculty hiring process, and assists with onboarding as needed.
Supervision
Supervises receptionist and conducts annual evaluations.
In partnership with the receptionist, assigns tasks, projects, and provides general oversight of departmental hourly student workers.
Monitors and approves hourly employee time in RealTime.
Other Duties
Performs other job‑related duties as assigned.
Manages Qualtrics account. Creates new accounts as needed. Transfers surveys/data upon request.
Qualifications Minimum Qualifications
Bachelor’s degree and/or equivalent skills and experience.
Excellent oral, written and interpersonal communication skills.
Proficient editing skills.
Competent in the art of public relations.
Proficient in Microsoft Office and Google applications such as Microsoft Word and Excel, Gmail, Google Drive, Google Calendar.
Excellent problem solving and decision‑making skills.
Ability to multitask, be resourceful and creative, and have the ability to show individual initiative.
Ability to work independently w/minimal supervision.
Ability to provide accurate information in response to questions and inquiries using knowledge of university policies and procedures is an important aspect of this position.
The ability to apply knowledge of the department and university policies, procedures, office locations and contact persons, committees and their functions and future plans in order to respond to inquiries and to support administrative functions of the office.
Good record of attendance and willing to pitch in and provide assistance as needed within the building and within other units in the department.
Demonstrated experience working with confidential information.
Demonstrated experience working in and fostering an environment of respect, professionalism and civility with a population of faculty, staff, and students from various backgrounds and experiences, or a commitment to do so as a staff member at VCU.
Knowledge of office management.
Knowledge of database systems and management.
Outstanding organizational skills.
Exceptional interpersonal and written communication skills.
Salary Range:
$43,700–$70,000
Benefits:
All full‑time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave 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.
FLSA Exemption Status:
Non‑Exempt
Hours per Week:
40
Restricted Position:
No
ORP Eligible:
No
Flexible Work Arrangement:
Hybrid
Contact Information Contact Name:
Dr. Michael Southam‑Gerow
Contact Email:
masouthamger@vcu.edu
Seniority level Mid‑Senior level
Employment type Full‑time
Job function Administrative
Industries Higher Education
#J-18808-Ljbffr