Location: Richmond,VA, USA
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. All full-time university staff are eligible for our generous benefits package that includes choices for health, vision, and dental coverage, life-insurance, short and long-term disability coverage, retirement planning, tax-deferred annuity and cash match programs, flexible spending accounts, tuition benefits, significant paid-time off, 12 paid holidays, and more. Explore our benefits further here: The Stravitz-Sanyal Institute for Liver Disease and Metabolic Health (SSI) is seeking an Administrative Manager. This position reports to the Chief Operating Officer and will provide high-level administrative support to institute faculty and ensure efficient operation of the research office space. The incumbent should have exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced and dynamic environment. The ideal candidate will be proactive, resourceful, and possess excellent communication, and time-management skills. This position requires a high degree of confidentiality, professionalism, and discretion. Key Responsibilities: Administrative Support- -Serve as the primary point of contact for the Chief Scientific Officer and other research cluster faculty leadership, managing their schedules, appointments, travel arrangements/reimbursements and academic documents, such as CVs and faculty appointment files. -Independently prioritize needed meetings and other activities. Stay abreast of frequent schedule changes and provide advance notice and arrangements for meetings. -Organize and prepare materials for meetings, presentations, and events. -Manage correspondence, including drafting, editing, and proofreading emails, memos, and other documents, as assigned. -Manage travel coordination to include researching travel options, coordinating with state travel agency, booking reservations, developing travel itineraries and processing reimbursements. -Screen and prioritize incoming communications, responding on behalf of, when appropriate. -May support calendaring and meeting organization for senior staff on an as needed basis. Meeting and Event Coordination - -Coordinate meetings and events for the research mission, including booking venues, arranging catering, and preparing agendas and materials. -Take detailed minutes during meetings, ensuring documentation of key actions and decisions. -Assist with the preparation and distribution of meeting materials in advance of meetings. Office Management - -Oversee daily office operations, ensuring a productive and welcoming environment for staff and visitors. -Act as point of contact for IT support and facilities needs. -Manage conference room calendar. -Maintain office and administrative supplies, coordinating procurement processing. Project Management- -Support special projects as assigned, which may include coordinating special initiatives and/or collecting and compiling data. -Track project progress, provide regular updates, and ensure deadlines are met. Administrative Team Oversight - -Foster a collaborative inclusive and team-oriented workplace where diversity and individual differences are valued. -Supervise, train and mentor other administrative staff. -Ensure employees understand their duties and performance expectations. -Conduct performance evaluations and provide ongoing training and development, acting swiftly and confidently to address any performance concerns. -Communicate essential information between management and employees timely. Minimum Hiring Standards: -Associate's degree and 3 to 5 years of relevant professional experience or equivalent combination of education, training, and experience -Management experience of other administrative professionals a plus. -Strong organizational and multitasking abilities. -Excellent written and verbal communication skills. -Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software. Preferred Qualifications: -Bachelor's degree plus at least 5 years of experience in an administrative role, preferably supporting executive suite members, or relevant equivalent combination of education, training and experience. Additional Information: ORP Eligible: - NO Hours / weeks - 40 hours weekly Title Details: Administrative Manager University Title: : Senior Office Manager GA (19284-19286), GA 1-3 University Code: (19284N-19286N) University Job Family: General Administration The position will remain open until a candidate is selected. The School of Medicine continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply. Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.