Executive Administrative Assistant and Office Manager - Epidemiology

Unit: School of Public Health MBU

Department: Epidemiology

Summary:

The Executive Assistant/Office Manager provides high-level administrative and operational support to the department chair, faculty, and staff of Epidemiology. The position ensures efficient workflow within the department, serves as the primary point of contact for internal and external stakeholders, and assists with academic events and communications. This role requires a commitment to confidentiality, proactive anticipation of chair and departmental needs, and exceptional organization. Strong organizational, communication, and problem-solving skills are essential, along with discretion and the ability to manage multiple priorities in a dynamic academic environment.

Duties & Responsibilities:

Chair Administrative Support

• Proactively supports the department Chair in daily operations including calendar management, scheduling coordination, and task prioritization

• Manages travel, including reimbursements and registrations

• Assists in the preparation of various forms of documentation including briefs, presentations, and meeting materials

• Provides leadership for assigned projects including social media, website materials and communications for internal and external stakeholders

Office Management

• Oversees and maintains office system, files, and confidential records

• Coordinates special event planning and faculty recruitment visits

• Assists with scheduling committee meetings and following up on action items

• Provides basic technical support, including AV setup and support in conference rooms and maintenance for general office equipment including printers and similar equipment and work orders to facilities and IT.

• Coordination and organization of office supplies, assisting with keeping office area functional and neat, coordinating delivery and collection of equipment

• Assists with budgets, expenses, and vendor coordination as needed

Customer Support

• Answers general department inquiries

• Assist with external departmental communications as requested

Qualifications:

Minimum Qualifications

• Strong communication and organizational skills.

• Demonstrated administrative and interpersonal management skills and strong proofreading skills with strong attention to detail

• Ability to work independently with limited supervision;

• Familiarity with office technology including AV systems, copier, telecommunication system and other office equipment;

• Computer experience using Microsoft Windows software packages, and experience with MS Word, Excel, and PowerPoint software; Content Management Systems and social media platforms.

• Ability to adjust to changes without affecting the quality of job performance.

• Ability to deal with complex demands and service needs within expected timelines

• Superior customer service skills with ability to create and maintain positive relationships with internal and external customers.

• 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 faculty member at VCU.

Preferred Qualifications

• Bachelor or Associate’s degree in business, or equivalent work experience preferred, with significant progressively complex experience in a university or healthcare environment and/or academic institution.

• Experience in graduate program administration

• Experience working for a senior level executive or administrator in a complex academic, research or health care system

Salary Range: $50,000 - $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 granted up front, 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

Hours per Week: 40

Restricted Position: No

ORP Eligible: No

Flexible Work Arrangement: Hybrid

University Job Title: Exec Administrative Assistant GA 1