Administrative Coordinator - Graduate School

Virginia Commonwealth University • Richmond, VA

402d • $45,000 - $45,000

About The Position

The Administrative Coordinator for the Graduate School at Virginia Commonwealth University (VCU) plays a crucial role in ensuring the effective operation of the school by providing key support to the Vice Provost and Dean. This position acts as the central point of contact, managing schedules, communications, and sensitive data, which allows leadership to focus on strategic initiatives. The coordinator will handle various administrative tasks, facilitate meetings and events, support special projects, and maintain accurate records.

Requirements

• 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.

Nice To Haves

• Experience in a higher education environment; experience with VCU's administrative processes.
• Working knowledge of university systems such as Banner, Degree Works, and ImageNow.

Responsibilities

• 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.
• Support special projects as assigned by leadership.
• 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.
• 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.
• Prepare and distribute agendas, minutes, and related handouts, and maintain updated lists of committee members.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree