Administrative Assistant - VIPBG

Clay Today; Richmond, Northern (VA, KY); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health benefits

Tuition benefits

Retirement plan

Employee discounts

Job summary

Virginia Commonwealth University’s School of Medicine, VIPBG, seeks an Administrative Coordinator GA Base to provide high-level executive and administrative support to the VIPBG Director and Business Operations. You will coordinate scheduling, travel, seminars, and research grant activities, ensuring smooth institute operations and collaboration across departments.

The role emphasizes calendar management, event planning, and coordination of complex activities, with a hybrid work arrangement and

Qualifications

• Bachelor's degree, or comparable experience.
• Significant administrative support experience in a professional office environment.
• Demonstrated experience managing calendars, meetings, international travel, and complex scheduling.
• Experience in organization of events or conferences.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook, and virtual meeting platforms.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Strong customer service and interpersonal skills.
• 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.

Responsibilities

• Manage the Director's calendar, scheduling priorities, appointments, and meeting logistics.
• Coordinate domestic and international travel arrangements and reimbursement documentation.
• Prepare correspondence, meeting materials, agendas, and supporting documents.
• Manage routine communications and serve as a primary administrative point of contact, for the VIPBG Director.
• Coordinate office events and administrative processes supporting institute activities.
• Coordinate faculty recruitment committee activities, including scheduling interviews, meetings, and candidate visits.
• Support promotion and tenure activities by organizing materials, timelines, and meetings.
• Assist with faculty committee scheduling and related administrative processes.
• Maintain records and documentation associated with faculty activities for the VIPBG Director.
• Coordinate weekly seminar series and institute events.
• Manage logistics for visiting speakers, including travel, scheduling, accommodations, and itineraries.
• Support conference, workshop, and special event planning.
• Maintain seminar calendars and communication materials.
• Provide administrative support for T32, a sponsored-research grant and training award at the institute.
• Coordinate T32 committee meetings, interviews, schedules, and calendars associated with the T32 training grant activities.
• Assist with trainee recruitment and event coordination, and program communications.
• Assist with the coordination of the T32 Committee meetings, documentation, and support.
• Assist with trainee records and documentation supporting program annual reporting administration.
• Work collaboratively with Dean's Office Business Operations staff to facilitate administrative processes for VIPBG.
• Support coordination of meetings, schedules, and calendar events for the Director of Business Operations.

Skills

Calendar management

Travel coordination

Event planning

Communication skills

Discretion & confidentiality

Customer service

Diversity & professionalism

Education

Bachelor's degree or comparable experience

Tools

Microsoft Office (Outlook)

Video conferencing platforms

Job description

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.

https://vcujobs.com/why-richmond

Unit

School Of Medicine MBU

Department

Psychiatry - VIPBG

Duties & Responsibilities

The Administrative Assistant provides comprehensive administrative support to the Director of the Virginia Institute for Psychiatric and Behavioral Genetics (VIPBG) and the Director of Business Operations while supporting research institute-wide activities that advance the research, education, and service missions of the VIPBG.

The position serves as a key coordinator for executive scheduling, meetings, seminars, visiting speakers, faculty committees, training grant committee administration, and other operational functions. The Administrative Assistant works collaboratively for the benefit of the Director, faculty, trainees, institute staff, Business Operations Shared Services personnel, and external partners to ensure efficient execution of administrative activities and effective support of VIPBG programs.

Essential Duties and Responsibilities

Executive and Administrative Support

• Manage the Director's calendar, scheduling priorities, appointments, and meeting logistics.
• Coordinate domestic and international travel arrangements and reimbursement documentation.
• Prepare correspondence, meeting materials, agendas, and supporting documents.
• Manage routine communications and serve as a primary administrative point of contact, for the VIPBG Director.
• Coordinate office events and administrative processes supporting institute activities.

Faculty Support

• Coordinate faculty recruitment committee activities, including scheduling interviews, meetings, and candidate visits.
• Support promotion and tenure activities by organizing materials, timelines, and meetings.
• Assist with faculty committee scheduling and related administrative processes.
• Maintain records and documentation associated with faculty activities for the VIPBG Director.

Seminar and Academic Program Coordination

• Coordinate weekly seminar series and institute events.
• Manage logistics for visiting speakers, including travel, scheduling, accommodations, and itineraries.
• Support conference, workshop, and special event planning.
• Maintain seminar calendars and communication materials.

Research and Training Grant Support

• Provide some administrative support for T32, a sponsored-research grant and training award at the institute.
• Coordinate T32 committee meetings, interviews, schedules, and calendars associated with the T32 training grant activities.
• Assist with trainee recruitment and event coordination, and program communications.
• Assist with the coordination of the T32 Committee meetings, documentation, and support.
• Assist with trainee records and documentation supporting program annual reporting administration.

Operational and Business Support

• Work collaboratively with Dean's Office Business Operations staff to facilitate administrative processes for VIPBG.
• Support coordination of meetings, schedules, and calendar events for the Director of Business Operations.

Minimum Qualifications

• Bachelor's degree, or comparable experience.
• Significant administrative support experience in a professional office environment.
• Demonstrated experience managing calendars, meetings, international travel, and complex scheduling.
• Experience in organization of events or conferences.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Outlook, and virtual meeting platforms.
• Demonstrated ability to exercise discretion and maintain confidentiality.
• Strong customer service and interpersonal skills.
• 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.

Preferred Qualifications

• Experience supporting senior leadership, faculty, or executives in higher education, healthcare, research, or academic medicine.
• Experience coordinating seminars, conferences, interviews, or academic events.
• Experience supporting faculty affairs activities, including recruitment or promotion processes.
• Experience working with sponsored programs, training grants, or research administration environments.
• Experience working in a complex multi-department environment.
• Familiarity with university administrative systems and processes.

Position will remain open until filled.

Veteran Assistance

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!

Salary Range

$45,000-$55,000

Benefits

All full-time university staff are eligible for VCU's robust benefits package that includes comprehensive health benefits, paid annual and holiday leave, 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.

FLSA Exemption Status

Non-Exempt

Restricted Position

No

ORP Eligible

No

Flexible Work Arrangement

Hybrid

University Job Title

1903B - Administrative Coordinator GA Base