Administrative Assistant - Virginia Commonwealth University

Summary
Equity and Access Services is seeking to hire an hourly Administrative Assistant.

VCU Mission
At VCU, we are Uncommon in learning, research, creativity, service and discovery — the hallmarks of the VCU experience. A premier, urban, public research university nationally recognized as one of the best employers for diversity, VCU is a great place to work. It’s a place of opportunity, where your success is supported and your career can thrive. VCU offers employees a generous leave package, career paths for advancement, competitive pay, and an opportunity to do mission-driven work. 

Goal of Unit
Equity and Access Services (EAS) advances VCU’s commitment to the success and wellbeing of its faculty, staff, students, team members, patients and surrounding communities. From its work in the areas of civil rights, access, and equal opportunity and outreach, EAS translates civil rights policies into practice and delivers impactful and data-informed strategies, promoting civil rights, equity and access for all.

Position Overview
Equity and Access Services has an exciting opportunity for a part-time (29 hours a week) Administrative Assistant to join our division comprising 4 civil rights units. EAS serves students, faculty, and staff from diverse backgrounds and our teams have a wide variety of backgrounds. The Administrative Assistant reports to the Associate Vice President of EAS and is responsible for clerical, calendaring, reception/telephone, organizational, document creation, paying vendors, and data entry, etc. The Administrative Assistant will adhere to EAS standards of confidentiality and work with units within EAS that report up to the Associate Vice President. The Administrative Assistant will work internally and externally with partners such as University staff, faulty, students, third parties or vendors.

Primary Responsibilities

• Consistently provides excellent customer service to faculty, staff, patients and guests.
• Maintains and updates procedures related to the position.
• Coordinates receipt of mail and serves as coordinator for all outgoing mail.
• Promptly triages and responds to phone calls, voicemail, emails in a timely manner.
• Is knowledgeable or willing to learn how to navigate different databases, spreadsheets and software, such as Google Sheets, Maxient, Convercent, Box, Acuity, and Vector.
• Process building, IT, and Facilities request through appropriate VCU online systems.
• Provides routine administrative support to the AVP, including correspondence, edits, and calendar management.
• Fiscal responsibilities include assisting staff with Chrome River, ordering supplies, tracking professional development funds, reimbursements, and P-card purchases.
• Demonstrates confidential and calm manners with sensitive situations.

• Assist teams with proofreading and redacting evidence, including editing transcripts.
• Works with teams and civil rights compliance manager on templates.
• Coordinates education and outreach program scheduling, assessment, and tracking.
• Plans and coordinates events, workshops, and training sessions, including event logistics and booking of space, invitations, materials, catering, and venue set-up and set-down.
• Assist with onboarding and separation of EAS staff.
• Conducts detail oriented athletics checks using VCU database and providing accurate data regarding student transfers.
• Proficiency or willingness to learn how to use or manage Vector Training administration, completion, and reporting, including troubleshooting.

• High school diploma or equivalent.
• At least one to three years of work experience.
• Previous experience with customer service and direct interaction with the public, experience answering sensitive incoming telephone calls and directing and speaking with visitors, including some in emotional distress.
• Strong working knowledge of Microsoft Word, Excel, Adobe, Powerpoint, Google Docs, and Sheets.
• Must possess knowledge of confidentiality and keeps EAS reports and work confidential.
• Must have an inclusive approach and treat everyone with respect and serve as an ambassador for civil rights outreach and support.
• A detail-oriented individual who can work independently and be flexible in a fast paced environment.
• Strong written and verbal communication skills.
• Equity and Access Services supports diverse faculty, staff, and students. The candidate will demonstrate commitment to fostering such an environment.

“Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.”

Salary Range: $15.00 - $16.82

Position Details:

Department: 
Employment Type: H1 - Hourly
Restricted Status: No
FTE: .7
Exemption Status: Non-Exempt

Contact Information:

Contact Name: 

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