Administrative Assistant​/Front Desk Coordinator

Advertising Summary

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU's sponsored research, the School of Medicine is internationally recognized for patient care and education.
Virginia Commonwealth University is an equal opportunity employer.

School Of Medicine MBU

School of Medicine

The School of Medicine Dean's Office is seeking an Administrative Coordinator to serve as a welcoming first point of contact for the office, greeting and assisting visitors and managing incoming calls. This highly visible role will provide essential administrative support to the Dean, the Chief of Staff, and the Dean's Office Web and Communications team. The position offers a dynamic mix of responsibilities, including coordinating events and catering, supporting travel arrangements, managing pre-approvals and reimbursements and handling fiscal tasks such as procurement and reconciliation.

In addition, the coordinator serves as back‑up to the Executive Assistants, gaining broad exposure to senior leadership operations. This position is based on‑site in the Dean's Office five days per week and is ideal for a detail‑oriented professional who enjoys working in a fast‑paced, mission‑driven academic health‑care environment.

• Front Desk Duties (30%):
  Greet visitors and answer phones in a courteous manner. Redirect callers and visitors who need assistance finding the right office in a helpful and friendly manner. Manage booking and function of Dean's office conference room.
• Administrative Functions (30%):
  Prepare and review sensitive and confidential documents, correspondence, letters of support, PowerPoint presentations in a professional manner.
• Responsible for ensuring that copy machines are in good working order and office supplies are adequately stocked. Daily mail room responsibility to include sorting and distribution.
• Fiscal Management (30%):
  Initiate office supply orders and maintain general office supply needs to include break and copy room supplies. Process travel arrangements and reimbursements and complete all purchasing card reconciliations in a timely manner.
• Risk Management (5%):
  Demonstrate a commitment to risk assessment (considering cost, benefit, and impact). Utilize identified internal control mechanisms. Conduct verification of the accuracy of data. Serve as a resource to other Dean's Office personnel regarding risk management issues.
• Other duties as assigned (5%):
  Maintain Dean's Office unit contact lists and email groups by reaching out to various staff members across divisions for updated information.

• Excellent verbal and written communication skills with attention to detail.
• Experience and knowledge of Microsoft Office suite, and the ability to pursue and utilize other required training.
• Strong organization skills and the ability to handle multiple tasks.
• Excellent problem‑solving skills.
• Ability to provide excellence in customer service to all faculty, staff, and internal and external constituents.
• 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.

• Previous experience working within a Higher Education environment.
• Working knowledge of university systems.
• Manage multiple competing and complex deadlines.
• Must be a team player.

Position will remain open until filled.

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their annual leave accrual rate. This may provide veterans with an increased leave accrual!

$50,000 to $55,000

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.

Non‑Exempt

No

No

Fully Onsite

19031N - Administrative Coordinator GA 1