Administrative Coordinator - Graduate School
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Administrative Coordinator - Graduate School Benefits of working at VCU

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 benefit, 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. Learn more about VCU's benefits here.

Job Code 19013N Recruitment Pool All Applicants Posting Number req6608 Unit Graduate School MBU Department Graduate School Department Website Link Location VCU Address 1001 Grove Ave, Richmond, VA 23284 USA Duties & Responsibilities

The VCU Graduate School is seeking an Administrative Coordinator to join our team. The successful candidate will ensure the effective operation of the VCU Graduate School by providing key support to the Vice Provost and Dean. Acting as the central point of contact, this role manages schedules, communications, and sensitive data, enabling leadership to focus on strategic initiatives. The Administrative Coordinator handles administrative tasks, facilitates meetings and events, supports special projects, and maintains accurate records. Reporting to the Executive Assistant and Program Manager, the position operates independently in resolving routine matters, escalating complex issues when necessary, and fostering smooth internal and external communication to enhance the Graduate School's productivity and mission.

Core Responsibilities

Administrative Support

* Serve as the primary point of contact for the Vice Provost and Dean, managing their schedule, appointments, and travel arrangements.

* Independently prioritize meetings and activities, staying abreast of frequent schedule changes and providing advance notice with necessary arrangements.

* Manage incoming telephone calls and visitor inquiries, taking action as appropriate.

* Handle complex and sensitive data and communications, including email and phone calls.

Project Management

* Support special projects as assigned by leadership.

Meeting and Event Coordination

* Schedule meetings, confirm attendees, and organize and prepare agendas and itineraries.

* Attend key meetings, accurately record and transcribe meeting minutes, and distribute them appropriately.

* Assist with administering Graduate School-sponsored programming, initiatives, and events.

Office Management

* Act as the Building Manager for the Graduate School.

* Maintain records and databases, including those for Graduate School faculty, affiliate faculty, enrollment data, and email listservs.

* Review, coordinate, and maintain the Associate Deans schedule and extensive calendar, including scheduling and coordinating meetings and conferences.

* Draft reports, publications, presentations, general office correspondence, and materials for special projects.

* Schedule and attend meetings, prepare and distribute agendas, minutes, and related handouts, and maintain updated lists of committee members.

Qualifications

Minimum Qualifications

* Bachelor's degree and 1 to 2 years of relevant experience, or equivalent combination of education, training, and experience.

* Ability to effectively interact with the Graduate School leadership team, faculty, staff, students, and the general public utilizing exceptional customer service skills.

* Excellent oral and written communication skills and attention to detail.

* High level of proficiency in Microsoft Office Suite (includes Word, Excel, PowerPoint), with intermediate to advanced knowledge of the Google Suite applications.

* Experience with Zoom, DocuSign and Adobe.

* Discretion in handling sensitive information and maintaining confidentiality.

* Strong attention to detail and problem-solving abilities.

* Experience in administrative support role preferable.

* Ability to function well in a complex, fast-paced, multitasking work environment that regularly includes a variety of projects with multiple deadlines

* Ability to respond to requests with a professional and positive demeanor and the desire to create a positive and enthusiastic environment.

* Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a staff member at VCU.

Preferred Qualifications

* Experience in a higher education environment; experience with VCU's administrative processes.

* Working knowledge of university systems such as Banner, Degree Works, and ImageNow.

FLSA University Employee Job FTE 1 Exemption Status Non-Exempt Restricted Position No E-Class UF - University Employee FT Job Category University Employee ORP Eligible No Salary Range up to $45,000 Compensation Type Salaried Target Hire Date 2/10/2025 Contact Information for Candidates

...@vcu.edu

Documents Needed to Apply - Cover letter - Resume - Three professional references (including their contact information)