Administrative Assistance CTCCE

Virginia Commonwealth University School of Medicine; Richmond (VA); Hybrid; USD 23,000 - 32,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Virginia Commonwealth University School of Medicine CTCCE is seeking an Administrative Support Specialist in the Surgery department to join a hybrid team. You will answer the main telephone line, manage email, assist with course materials, and support office operations while delivering courteous service to students, healthcare professionals, and community partners.

The position emphasizes confidentiality and teamwork within CTCCE.

Qualifications

• High school diploma or equivalent.
• Strong verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Ability to work independently while exercising sound judgment regarding when to refer questions to other staff members.
• 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

Responsibilities

• Serve as the primary point of contact by answering the CTCCE main telephone line in a professional, courteous, and timely manner
• Monitor and respond to the CTCCE general email account
• Provide accurate information regarding course registration procedures, course schedules and availability, general program information, office hours and department services, and frequently asked student questions
• Route telephone calls and email correspondence to the appropriate staff member when issues cannot be resolved at the front-line level
• Maintain a positive, service-oriented experience for students, healthcare professionals, and community partners
• Assist with general office operations and administrative tasks
• Perform data entry and maintain accurate departmental records
• Prepare and distribute course materials, manuals, certificates, and other educational documents
• Assist with copying, scanning, filing, mailing, and document organization
• Support course preparation and administrative logistics as assigned
• Assist with inventory and organization of office supplies and educational materials
• Perform other routine administrative duties to support CTCCE operations
• Participate in CTCCE staff meetings when work schedule permits
• Communicate professionally with faculty, staff, students, and external partners
• Maintain confidentiality of student and departmental information in accordance with university and departmental policies
• Escalate complex customer service issues to the appropriate staff member in a timely manner
• This position description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications

Skills

Customer service

Microsoft Office

Communication skills

Data entry

Teamwork

Education

High school diploma

Tools

Outlook

Word

Excel

Job description

Advertising Summary

Unit: School Of Medicine MBU

Department: Surgery

Duties & Responsibilities

Customer Service

• Serve as the primary point of contact by answering the CTCCE main telephone line in a professional, courteous, and timely manner
• Monitor and respond to the CTCCE general email account
• Provide accurate information regarding:
• Course registration procedures
• Course schedules and availability
• General program information
• Office hours and department services
• Frequently asked student questions
• Route telephone calls and email correspondence to the appropriate staff member when issues cannot be resolved at the front-line level
• Maintain a positive, service-oriented experience for students, healthcare professionals, and community partners

Administrative Support

• Assist with general office operations and administrative tasks
• Perform data entry and maintain accurate departmental records
• Prepare, print, assemble, and distribute course materials, manuals, certificates, and other educational documents
• Assist with copying, scanning, filing, mailing, and document organization
• Support course preparation and administrative logistics as assigned
• Assist with inventory and organization of office supplies and educational materials
• Perform other routine administrative duties to support CTCCE operations

Communication and Teamwork

• Participate in CTCCE staff meetings when work schedule permits
• Communicate professionally with faculty, staff, students, and external partners
• Maintain confidentiality of student and departmental information in accordance with university and departmental policies
• Escalate complex customer service issues to the appropriate staff member in a timely manner

Other Duties

• This position description is intended to describe the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications
• Responsibilities may be modified to meet the operational needs of the CTCCE

Minimum Qualifications

• High school diploma or equivalent
• Strong verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
• Ability to work independently while exercising sound judgment regarding when to refer questions to other staff members
• 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

Preferred Qualifications

• Experience using registration or learning management systems
• Experience and/or familiarity with Virginia EMS education requirements
• Familiarity with the VCU Center for Trauma and Critical Care Education educational portfolio
• Previous experience in an administrative, customer service, reception, or office support role

Salary Range: $17.00 - $23.00

FLSA Exemption Status: Non-Exempt

Hours per Week: 29

Flexible Work Arrangement: Hybrid

Contact Information

Contact Name: Mary Waite

Contact Email: [e-mail]