Executive Assistant, Office of Medical Education

Virginia Commonwealth University; Richmond (VA); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Onsite work environment

Comprehensive benefits package

Job summary

Virginia Commonwealth University (VCU) School of Medicine seeks an Executive Administrative Assistant to support the Senior Associate Dean of Medical Education and Student Affairs, and OME leadership. The role requires coordinating a high volume of meetings, managing calendars, drafting communications, and driving operational efficiencies in a fast-paced academic medical environment.

Ideal candidates will have 3–5 years of progressive administrative experience, strong organizational and

Qualifications

• 3-5 years of progressive administrative experience.
• Experience in program management or management of multiple complex tasks.
• Excellent interpersonal, oral, and written communication and decision-making skills.
• Ability to rapidly multi-task with excellent organizational skills.
• Ability to set priorities and meet deadlines in a fast-paced environment.
• Ability to effectively problem solve and work independently with attention to detail.
• Ability to compose appropriate written communication documents.
• Collaborate as a team member and maintain relationships with stakeholders.
• Discretion and confidentiality in handling sensitive information.
• Promote a positive working and learning environment for faculty, staff, and students.

Responsibilities

• Manage daily office operations: scheduling, correspondence, supply management.
• Coordinate high-volume meetings for senior leadership and deans.
• Provide executive-level organization and collaboration support.
• Prepare materials for meetings, presentations, and events for OME leadership.
• Draft, edit, and proofread emails and memos.
• Coordinate cross-departmental initiatives and special projects.
• Provide logistical support for meetings: agendas, briefings, follow-up.
• Support ELERT and VIP processes as primary admin.
• Schedule committee meetings and communicate with members.
• Arrange travel and reimbursements for OME personnel.
• Reconcile procurement charges and process supply orders.
• Maintain documentation tracking; ensure timely completion of tasks.
• Handle accreditation-related activities preparation.

Skills

Administrative experience

Program management

Interpersonal communication

Multi-tasking & organizational skills

Prioritization & deadline management

Problem solving & independent work

Written communication

Team collaboration

Professional discretion & ethics

Educational environment support

Education

College degree or equivalent training/experience

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Zoom

DocuSign

Adobe

Job description

Advertising Summary:

Virginia Commonwealth University (VCU)School of Medicine is a premier academic medical center located inthe heart of Richmond. Accounting for almost half of VCU’ssponsored research, the School of Medicine is internationallyrecognized for patient care and education. Virginia CommonwealthUniversity is an equal opportunity employer.

https://vcujobs.com/why-richmond

Unit:

School Of Medicine MBU

Department:

Office of Medical Education

Duties & Responsibilities:

VCU School of Medicine is seeking an Executive AdministrativeAssistant to provide professional level administrative support tothe Senior Associate Dean of Medical Education and Student Affairs,as well as the assistant/associate deans of the Office of MedicalEducation (OME) and support multiple initiatives of the office. TheOME is responsible for planning, scheduling, evaluation andmaintenance of medical student curricula and student affairs forthe School of Medicine.

The primary function of this position is to provide essentialadministrative support, with exceptional executive-levelorganization and collaboration, particularly in the coordinationand scheduling of a high volume of meetings for the SeniorAssociate Dean and the assistant/associate deans of the OME. Thisposition will independently manage multiple administrative tasksand office coordination on a daily basis in a fast-pacedenvironment. The ideal candidate will be detail and accuracyoriented with excellent time management skills, and demonstrateflexibility in order to manage the constantly evolving needs of theoffice. The candidate will also be student-focused with thecapability to take initiative in an entrepreneurial, trustworthyand dedicated way to help the office and institution excel.

• Manage daily office operations, including scheduling,correspondence, supply management, and maintaining an organized andefficient work environment.
• Manages calendars and schedules a high volume of meetings forthe Senior Associate Dean of Medical Education, Student AffairsDeans, Assistant & Associate Deans, and the Director of OME.Serves as the first point of contact for all individuals enteringthe OME and is the front line of support for the office and the OMEdeans, including taking calls, greeting and coordinating withvisitors, and managing the VCUOME outlook account.
• Assists in problem solving and creating operationalefficiencies within the office.
• Utilizes independent judgement to manage projects andcommunication; reports progress and issues to theassistant/associate deans and directors of the OME, and actsproactively to resolve potential issues when appropriate.
• Independently prioritizes meetings to ensure deadlines are met,anticipates rescheduling to meet changing needs, and providescommunication and arrangements for all meetings.
• Organize and prepare material for meetings, presentations, andevents for OME leadership.
• Manage correspondence, including drafting, editing, andproofreading emails, memos, and other documents.
• Support special projects assigned by the OME leadership bycoordinating cross-departmental initiatives, researching backgroundinformation, compiling data, and tracking progress to ensure timelycompletion.
• Provides logistical support for meetings including agendas,briefings, communications and follow up
• Acts as the primary administrative support for the Excellencein Learning Environment Response Team (ELERT) and Values inPractice (VIP) process.
• Schedules committee meetings as requested, communicates withcommittee members, prepares documents and letters, and communicateseffectively and efficiently with constituents.
• Provides scheduling support for faculty leading OME-sponsoredstudent support programs.
• Researches and analyzes information for the OME using availableresources and/or contacts individuals to gather information asneeded.
• Assists in preparation of accreditation related activities,including preparing and maintaining documentation, committeesupport, scheduling, coordinating visit logistics, etc.
• Generates confidential leave of absence and academic documentsand communicates with students in accordance with institutionalpolicies.
• Develops and maintains a system to track documentation.
• Coordinates room scheduling for all internal and externalbooking requests for space within the McGlothlin Medical EducationCenter (MMEC) as well as submission of building and security accessrequests.
• Books travel for OME personnel and processesreimbursements.
• Provides office fiscal support by reconciling VCU purchase cardcharges through Bank of America system and processing supplyorders.
• Performs other duties as assigned.

Qualifications:

Minimum Qualifications

• 3-5 years of progressive administrative experience.
• Demonstrated experience in program management or management ofmultiple complex tasks.
• Excellent interpersonal, oral, and written communication anddecision-making skills.
• Ability to rapidly multi-task with excellent organizationalskills.
• Ability to set priorities and meet deadlines in a fast-pacedenvironment that has demands from diverse constituent groups.
• Ability to effectively problem solve and function independentlywith excellent attention to detail.
• Ability to compose appropriate written communicationdocuments.
• Collaborate as a team member and maintain excellentrelationships with colleagues and stakeholders.
• Proficient in Microsoft Office Suite including Word, Excel, andPowerPoint.
• Experience with Zoom, DocuSign and Adobe.
• Strict confidentiality and the use of sound judgment anddiscretion in the handling of sensitive and privilegedinformation.
• Demonstrated experience promoting a positive working andlearning environment for faculty, staff, and students.
• Demonstrated ability to work in and foster an environment ofrespect, professionalism and civility with a population of faculty,staff, and students from all backgrounds and experiences, or acommitment to do so as a staff member at VCU.

Preferred Qualifications

• 5-7 years of experience as a senior level administrativeassistant providing support to organizational leadership.
• College degree or equivalent applicable training and/orexperience.
• Experience in the medical field or health sciences.
• Experience and knowledge of VCU procurement policies andprocedures, Banner and RealSource

Salary Range: $55,000-$65,000

Benefits

All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annualand holiday leave, generous tuition benefits, retirement planningand savings options, tax-deferred annuity and cash match programs,employee discounts, well-being resources, abundant opportunitiesfor career development and advancement, and more.

FLSA Exemption Status:

Non-Exempt

Restricted Position:

No

ORP Eligible:

No

Flexible Work Arrangement:

Fully Onsite

University Job Title:

1911B - Exec Administrative AssistantGA Base; Exec Administrative Assistant GA 1-3 (19111N-19113N)